Re: Approval for the rental of 6 pedestal fans.

[straoao]

Dear All,

Adding all BOM members for visibility.

Rahul,

Could you please clarify what amenity is being referred to as "Arena" in the table? From the information provided, I am assuming that:

• "Arena" refers to the Conquest Main Playing Hall, and
• "Conquest" refers to the Conquest Lobby / Waiting Area.

If my understanding is correct, I would request that the table be revised accordingly to eliminate any ambiguity and ensure everyone is aligned on the scope of work being discussed.

I recently had a discussion with an HVAC vendor who was quite candid in his assessment of our air-conditioning infrastructure. His view was that most of our AC systems are operating on obsolete platforms, and that the Club's HVAC network requires a comprehensive overhaul if we wish to avoid recurring breakdowns and escalating repair costs. He described the current situation as a classic "white elephant"—an asset that is becoming increasingly expensive to maintain without delivering commensurate value.

At a very high level, the estimated cost of a complete repair/replacement exercise can be approximated based on the total cooling tonnage requirement, which appears to be in excess of 260 TR. Applying standard design considerations, this would translate to an installed capacity requirement of approximately 300 HP. Based on current market rates from premium vendors such as Daikin, the cost could be in the range of ₹60,000 per HP, implying a total project cost of approximately ₹1.8 crore.

Clearly, such an expenditure is not feasible at present. However, it does underline the importance of creating a long-term capital reserve for eventual replacement of the HVAC infrastructure.

One potential avenue for cost optimisation would be to identify and engage the original system vendor. If we can obtain the original circuit diagrams, system layouts and technical documentation, it may significantly improve our ability to diagnose issues, reduce dependency on trial-and-error repairs, and potentially lower future maintenance costs.

For the immediate term, I believe our focus should be on the following:

1. Comprehensive Technical Inspection and Assessment
   Engage a qualified HVAC consultant to conduct a detailed condition assessment of the entire system.
2. Preparation of Electrical and HVAC Circuit Layouts
   Develop complete AutoCAD-based drawings and documentation of the existing infrastructure to establish a reliable technical baseline.
3. Prioritised Repair Strategy
   Focus available resources on areas that are operationally critical, namely:
   • Conquest
   • Banquet Hall (our primary revenue-generating facilities)
   • Entire Level 1 (highest resident footfall)
   • Back Office

Accordingly, Rahul, I would request that you explore the possibility of reaching out to the original vendor at the earliest. If that is not feasible, please obtain detailed quotations for the three activities outlined above so that we can evaluate options and proceed in a structured manner.

Additionally, I would recommend that the Electrical Sub-Committee and the Club Sub-Committee convene a joint meeting to review the current situation, evaluate alternatives, and formulate a practical roadmap that can assist Rahul in progressing the next phase of work.

 

Thank you & regards

Arijit Mukherjee

President - STRAOAO

On Thu, Jun 4, 2026 at 4:50 PM siddhatownrajarhat TE <siddhatown...@gmail.com> wrote:

Respected Sir/Madam:

Please find the details below for all of our clubhouse ac system details:

SL NO	AREA	NUMBER OF AC	TYPES OF AC	EACH AC CAPACITY	TOTAL CAPACITY
1	TARGET AREA	1	VRV SYSTEM	18 HP	18 HP
2	CONQUEST AREA	1	VRV SYSTEM	18 HP	18 HP
3	ARENA	6	PACKAGE AC SYSTEM	16.5 TON	99 TON
4	GYM	1	VRV SYSTEM	10 HP	10 HP
6	FIRST FLOOR ALL	3	VRV SYSTEM	18 HP	54 HP
7	GROUND FLOOR ALL	2	VRV SYSTEM	18 HP	36 HP
8	BANQUET HALL	3	DUCTABLE AC SYSTEM	8.5 TON	25.5 TON

Plan of Maintenance:
As per my assessment, the condition of most of the AC units is extremely critical. While maintenance can help restore functionality in the short term, it is not a permanent solution. Considering the age and condition of the units, replacement of several systems will be necessary in the future. However, replacing all units is a very costly and time-consuming process that requires proper planning and budgeting.

At present, the issue of non-functional AC units is a major concern, especially during the summer season. In this situation, I would recommend proceeding with a Comprehensive AMC through our existing vendor, Apex, for the next six months (up to November). Since they already have a clear understanding of the existing system conditions, problem areas, and maintenance requirements, they are in the best position to stabilize the current setup.
The immediate priorities should be:
1. Replacement of the compressor units in the Banquet area, which is highly urgent.
2. Rectification of the Ground Floor AC unit by replacing the 4-way valve and carrying out all other necessary repairs.
3. Repair and restoration of the one non-functional AC unit in the Arena area.
Once these critical issues are addressed, we can proceed with the Comprehensive AMC arrangement with Apex up to November.

During this AMC period, we should prepare a detailed replacement and maintenance strategy, including budgeting and prioritization of units. This plan should clearly identify:
- Which AC units need complete replacement.
- Which units can continue under maintenance.
- The estimated budget and timeline for execution.
Based on this planning, the replacement and major rectification works can be executed during December and January, allowing us to start the new season from February with a more reliable setup and, if required, a new maintenance partner.

It is important to note that proper system design review, technical inspection, and condition assessment will be required before any large-scale replacement. This is a complex and time-consuming process that may involve dismantling and detailed inspection of several units and associated infrastructure. Therefore, sufficient time and planning will be necessary.
I will proceed further as per your valuable guidance and decision. If required, we may also arrange a detailed meeting to discuss the proposed plan, associated costs, advantages, challenges, and long-term benefits.
In my opinion, it is essential that we focus on developing a permanent and sustainable solution to avoid recurring issues in the future. Please feel free to reach out me for any more clarification and queries regarding this.

Thanks and Regards,

Rahul Batabyal,

(Technical Executive)

On Thu, Jun 4, 2026 at 12:45 PM siddhatownrajarhat TE <siddhatown...@gmail.com> wrote:

Respected Sir/Madam,

In the last few days, four AC vendors visited our site and inspected the existing air-conditioning systems. Their observations and proposed plans are summarized below:
Vendor 1 – Perfect Cooling Solution:
- Before taking up the AMC, they will carry out a detailed inspection of all AC units.
- Any faults identified during the inspection will be rectified to make the units fully functional.
- Inspection charges are ₹4,000 per machine.
- The inspection charges will be adjusted against the rectification cost if the repair work is awarded to them.
- Once all units are restored to proper working condition, they will submit the AMC proposal for the entire system.
- (Quotation copy attached)
Vendor 2 – Sourav Roy:
- Their approach is similar to Vendor 1.
- They will first inspect and rectify the AC units to make them fully operational before taking up the AMC.
- Inspection charges are ₹2,000 per unit.
- The inspection charges will be adjusted against the final rectification bill.
- (Quotation copy attached)
Vendor 3 – Teamglobal Aircon Pvt. Ltd.:
- Based on their visual inspection, they believe the existing AC systems are not in a condition suitable for long-term maintenance.
- They have recommended replacing all outdoor units and installing new AC systems.
- The approximate cost for a new AC system is ₹60,000 per ton.
- Installation charges are estimated at ₹15,000 per ton.
Vendor 4 – Amal Bhattacharya:
- Based on his preliminary assessment, the AC systems in Arena, Conquest, Banquet, and Target areas can be repaired and made fully functional with reasonable future maintenance costs.
- However, the AC systems serving the remaining first-floor and ground-floor areas may require replacement of the outdoor units for reliable operation.
- He is currently collecting basic system details and will revisit the site next week for a detailed inspection.
- After the detailed assessment, he will submit a quotation for the selected areas mentioned above.

depends on the above discussion t wil share my viwe point and understanding of the club AC system with future plan very shortly.

Please find the attachment below.

Thanks and Regards,

Rahul Batabyal

(Technical Executive)

On Wed, Jun 3, 2026 at 8:51 PM straoao <strao...@gmail.com> wrote:

Rahul, FM

We cannot keep spending Petty Cash like this. What is the status of the Club AC? Why do residents have to suffer so much in this heat and for how long? This has been going on since early March. Please respond asap with your timelines to fully functional AC systems.

Thanks & Regards

Arijit Mukherjee

President - STRAOAO

On Wed, Jun 3, 2026 at 5:01 PM Siddha Town Rajarhat Helpdesk <siddhatownraj...@gmail.com> wrote:

Subhra Madam,

We were previously using 6 pedestal fans; however, we are currently using 4 fans in the club. Based on this, the total rental amount accrued up to today is as follows:

• 6 fan × 1day x 200/- = 1,200 (26-05-2026)
• 4 fan × 8days x 200/- = 6,400 (27-05-2026 to 03-06-2026)

Total Rental Amount: 7,600

The supplier has contacted us regarding the rental payment. Upon receiving your approval, the Accounts Department will process the payment accordingly.

Pedestal Stand Fans
22/05/2026	6 Fans	1200.00	4800.00  Payment Done 27-05-2026
23/05/2026	6 Fans	1200.00
24/05/2026	6 Fans	1200.00
25/05/2026	6 fans	1200.00
26/05/2026	6 fans	1200.00	7600.00
27/05/2026	4 Fans	800.00
28/05/2026	4 Fans	800.00
29/05/2026	4 Fans	800.00
30/05/2026	4 Fans	800.00
31/05/2026	4 Fans	800.00
01/06/2026	4 Fans	800.00
02/06/2026	4 Fans	800.00
03/06/2026	4 Fans	800.00
04/06/2026
05/06/2026

Thank you.

Sk Kutub

On Tue, 26 May 2026 at 17:51, Siddha Town Rajarhat Helpdesk <siddhatownraj...@gmail.com> wrote:

Madam,

In my personal opinion, if we rent four pedestal fans instead of six for now, we should be able to manage properly. two will be placed in conquest and one in the office. Also the old fan in the reception area has been repaired and is now working. The two fans in Vibes 1 & Vibes 2 are generally not needed except during meetings.

Thanks

Sk Kutub

On Tue, 26 May 2026 at 13:08, Siddha Town Rajarhat Helpdesk <siddhatownraj...@gmail.com> wrote:

Subhra Madam,  

As per your instruction, due to the club AC not functioning properly, 6 pedestal high-speed fans were rented from Raju Electronics. The rental charge was Rs. 200 per fan per day. We have rented the fans since the 22nd. Accordingly, the total rental amount till yesterday comes to Rs. 4,800 (6 × 200 × 4 days). Today, they called and requested payment. Your approval is required to proceed with the payment.  

Thanks

Sk Kutub,

STRAOAO

--

Note-

related issues if any please contact on 033-4066-6172

regards,

Facility Team,

STRAOAO

--

Note-

related issues if any please contact on 033-4066-6172

regards,

Facility Team,

STRAOAO

[straoao]

Dear Rahul,

First let me understand the current status of the banquet AC. One of the units had compressor problems which was identified in mid May — has this been repaired?

 We had made 4 ACs of the Arena operational after repair work in May. We replaced MCCB and MCB which were faulty. What is the status of the remaining 2 Arena ACs which were supposed to be repaired? If these are still pending, please prioritize this.

We have banquet bookings on 13th and 19th of June, so it is very essential to keep the banquet AC fully functional before these dates. Please also proceed with replacing the 4‑way valve of  ground floor AC.

Parallely, we will engage an HVAC consultant for a thorough assessment, which will take some time I can understand. In the meantime, we will take a collective decision on whether to proceed with 6 months' AMC arrangement with Apex.

Kindly repair Banquet ACs urgently followed by the rest of the things.

Best regards

Subhra

[siddhatownrajarhat TE]

Respected Sir/madam,

For your information, please find the revised details of AC unit below:

SL NO	AREA	NUMBER OF AC	TYPES OF AC	EACH AC CAPACITY	TOTAL CAPACITY
1	TARGET AREA	1	VRV SYSTEM	18 HP	18 HP

2	CONQUEST WAITING HALL

1

VRV SYSTEM

18 HP

18 HP

3	CONQUEST MAIN PLAYING AREA

Please find below the current status of all AC units along with the estimated rectification costs:
1. Banquet Area
- Out of 3 AC units, 2 units are functioning properly.
- 1 unit is non-functional due to a compressor failure.
- Estimated rectification cost: ₹1,00,430 (Quotation attached).
2. Ground Floor
- Two 4-way valves require replacement.
- Complete gas top-up is also required.
- Estimated rectification cost: ₹1,74,286 (Quotation attached).
3. First Floor
- All AC units are currently not operating at full efficiency and require gas top-up.
- After proper gas charging, the units are expected to function satisfactorily for at least the next six months.
- Approximate rectification cost: ₹30,000.
4. Gym Area
- The VRV system serving the Gym area is functioning properly and does not require any immediate attention.
5. Conquest Playing Area
- All 6 AC units are currently operational.
- The system should remain under observation for future maintenance requirements.
6. Conquest Waiting Hall
- The AC system is functioning properly and no immediate rectification is required.
7. Target Area
- The PCB panel is non-functional and requires replacement.
- Approximate replacement cost: ₹30,000.
Summary
The total estimated rectification cost for all the above AC units is approximately ₹3,34,716.
If this rectification work is carried out, all club-area AC systems are expected to become operational in the immediate term. Thereafter, we may proceed with a service AMC and monitor the performance and reliability of the units to identify which systems may require replacement or major upgrades in the future.
Considering the budget involved, I request your guidance regarding the priority areas that should be restored first. Upon receiving your approval and direction, I will proceed accordingly.
Please feel free to contact me if any further clarification or information is required.

Thanks and Regards,

Rahul Batabyal,

(Technical Executive)

[siddhatownrajarhat TE]

Sir/Madam,

Please find the attached quotation copy below.

Thanks and Regards,

Rahul Batabyal,

(Technical Executive)

[straoao]

Dear Rahul,

Thanks for sharing detailed status update of the AC systems along with the estimated rectification costs.

Please proceed on an urgent basis with the Banquet Area AC rectification work, as this was already approved during the last BOM meeting (7th June 2026).

However, before proceeding, kindly confirm whether the compressor is proposed to be completely replaced or merely repaired. Our understanding is that the compressor has failed and therefore requires replacement. Please clarify this point.

Further, while executing the work, kindly monitor the compressor replacement closely, including the brand, quality, specifications, manufacturing warranty and all other relevant aspects. We must ensure that the replacement is a reliable and long-term solution and that we do not face a similar issue again within a short period.

The quoted cost of the compressor replacement also appears to be on the higher side. Please negotiate with the vendor and explore all possible options to optimize the cost. As discussed, the replacement cost should ideally not exceed 70-75k unless there is a strong technical justification supported by detailed specifications and market comparison.

Additionally, please proceed with the First Floor AC rectification work as proposed.

However, we would appreciate further clarity regarding the statement that the units are expected to function satisfactorily for at least six months after gas charging. If the vendor is providing such an assurance, the same should be explicitly mentioned in the work order and wherever possible. Please discuss this with the vendor and share their response before proceeding.

Kindly keep us updated on the progress of both activities.

Best Regards 

Subhra

[siddhatownrajarhat TE]

Madam,

For your information, the compressor at the Banquet AC unit will be completely replaced with a new one. The material supplied will be of the original specification, and the vendor will provide a 1-year warranty on the compressor replacement. Further, I will personally supervise the work and verify the make, specifications, and quality of the materials being used.

For the First Floor AC units, the vendor will carry out the required gas top-up work and provide a 6-month warranty for the same.

Regarding pricing, the vendor is not agreeable to any further discount, as the quotation was submitted approximately one month ago and the market price of materials has increased since then.

Accordingly, I propose to proceed with the following works:
1. Banquet AC rectification (compressor replacement).
2. Rectification of all First Floor AC units, excluding the Gym AC.

Avik Sir, upon your approval, I will proceed with the preparation of the work order and initiate the execution process at the earliest.
Please let me know if any further clarification is required.

Thanks and Regards,

Rahul Batabyal,

(Technical Executive)

[straoao]

Approved from finance team.

Br,

Avik Chatterjee