Concern Regarding Quality of Materials Used in Facility Office Work

[Md. Saidul Islam]

Dear Secretary/President,

I would like to bring to your attention a serious concern regarding the quality of materials being used for the Facility Office work.

As you may recall, during the discussion and finalization of the work order, it was clearly agreed that there would be no compromise on the quality of materials.
 Accordingly, the specifications, including the type and grade of plywood to be used, were explicitly mentioned in the work order.

However, during our recent visit to review the progress of the work, We observed that materials of inferior quality appear
to have been used, which is contrary to the agreed specifications and raises concerns regarding adherence to the approved standards.

In view of this, I request that all further work be temporarily suspended until this matter is discussed and resolved in the next BOM meeting. I also recommend that no further payment be released to the vendor until the quality of materials is verified and found to be compliant with the approved specifications.

Additionally, I would appreciate clarification on the following points:

1. Who has been assigned by the MC to supervise and monitor this work?
2. How were materials that do not appear to meet the agreed quality standards allowed to be brought into and used within the premises?

I request the concerned members to look into this matter urgently and provide an appropriate response at the earliest.

Thank you for your attention to this important issue.

Regards,

Md Saidul Islam
BOM STRAOAO.

[straoao]

Dear Mr. Saidul Islam,

Thank you for your email and for raising your concerns regarding the quality of materials used for the Facility Office work.

We would like to place on record the sequence of events that transpired following the identification of the issue.

During the review of the carpentry work being carried out at the Facility Office, the matter regarding the plywood material was brought to the attention of the Facility Manager by one of the BOM members. Upon verification, it was observed that a portion of the plywood material brought to site did not match the approved specifications mentioned in the work order.

Following this observation, the Facility Manager was instructed to immediately stop further work related to the carpentry activity and ensure that no additional material was installed until the matter was discussed and resolved with the vendor. The matter was also reviewed internally, and show-cause notices were issued to the concerned Facility Team members and the Security Supervisor seeking clarification on why the material verification process was not carried out at the time of material delivery and entry into the premises.

Subsequently, a meeting was convened on 13th June 2026 involving the Office Bearers, Board Members, Facility Office representatives, and the vendor, M/s A&P Colour Design LLP, to review the matter and determine corrective actions. The vendor acknowledged the lapse and accepted responsibility for the failure in their material verification process prior to delivery. The vendor further confirmed that the deviation was neither approved nor intentional and that the discrepancy was identified after only a limited quantity had been used.Attaching the email thread for your reference.

The vendor has committed to replacing all non-compliant plywood, whether installed or lying unused, with material conforming to the approved specifications. The Century Ply boards already verified as compliant are excluded from replacement. No payment shall be processed against the disputed portion of work until corrective measures are completed and verified.

Regarding your specific queries:

1. Supervision and Monitoring of the Work
    The Facility Office team was entrusted with day-to-day supervision and coordination of the project, including monitoring compliance with approved specifications. It was through this monitoring process that the deviation was identified and corrective action initiated. Had the monitoring mechanism not been functioning, the issue would not have been detected and addressed at this stage.
2. Entry and Use of Non-Compliant Material
    As acknowledged by the vendor, the material was brought to site due to a lapse in their internal verification process. Upon identification during inspection, work was stopped immediately and the vendor was directed to replace the material at their own cost.

 Given the urgency and operational nature of the matter, a direct discussion with the Facility Office, Office Bearers, or the concerned Board Members would have provided immediate clarity on the status and actions already taken.

Nevertheless, we appreciate your concern regarding adherence to approved specifications. All Board of Managers share the same objective of ensuring quality, accountability, and proper utilization of Association funds. The focus now remains on ensuring timely replacement of the affected materials and successful completion of the work in accordance with approved standards.

The Facility Office will continue to monitor the rectification process closely and updates will be shared with the Board as the matter progresses.

Regards,

Nimisha 

[Md. Saidul Islam]

++ @Facility Management: FYI

[straoao]

Dear Saidul Islam,

For your reference.

Regards,

Nimisha 

[Md. Saidul Islam]

Dear Nimisa,

Thank you for your response.

However, I would like to reiterate that in my previous email, I had clearly stated that no further work should proceed until this matter is discussed and a decision is taken in the next BOM meeting.

In this context, I would like to understand who authorized the continuation of the work despite the above communication. Any decision to proceed without formal approval raises serious concerns regarding the governance and transparency of this project.

Further, this is not a case where only a small portion of the work is affected. Based on my observation, approximately 95% of the plywood used appears to be of inferior quality and does not comply with the specifications agreed upon during the work order discussions. This is a serious breach of trust and requires immediate attention.

Please clarify:

1. Has any formal complaint been raised against the vendor for supplying material that does not meet the agreed specifications?

2. What actions are being taken to hold the vendor accountable for this apparent violation?

3. Why is the vendor being allowed to continue the work when, in previous meetings, another vendor was blacklisted for not meeting the required standards? The same standards and policies should apply uniformly to all vendors.

Given the seriousness of the issue, I strongly recommend that all work with this vendor be stopped immediately until a thorough investigation is completed. Appropriate legal and contractual remedies should also be explored if it is established that the vendor has deliberately supplied substandard materials.

I request that this matter be placed on priority and discussed in detail in the upcoming BOM meeting.

Regards,

Saidul Islam