Contract Duration:
The contract shall be for a fixed term of three (3) years. The quotation must be submitted on an annual-price basis, with the annual price remaining fixed throughout the contract period.
 

The scope of work for the Non-comprehensive annual maintenance includes the following activities:

General Requirements 

A. The Service Provider shall provide the Services at frequencies required and determined by Dubai Civil Defence, Dubai Municipality, manufacturer’s written instructions and/or International Best Practice. 

B. The Service Provider shall provide adequate preventative maintenance, reactive maintenance, operational checks, fault diagnosis, rectification and repair services to the following systems and assets; 

1. Fire Alarm System; sounders, detectors, interfacing modules, cable networks, power supplies and voice notification systems, fireman intercoms, speakers, amplifiers etc. Checking only of the DCD 24/7 module. Providing guidance to FM on routine inspection and testing of the Fire Alarm system.
2. Fire Fighting equipment; including but not limited to; sprinklers, dry and wet risers, pipework and supports, breeching inlets, valves, sensors, hose reels and cabinets, pre-action pressurisation pumps and compressors, foam and FM200 suppression systems. NB; Pipework includes all pipes, couplings, bends, supports, restraints, thrust blocks, valves and all components which form part of the pipe network from tank outlet to any water delivery point. Maintaining the pipework paint (touch up), as corrosion protection, is deemed to be part of the Services.
3. Fire Extinguishers (including in-unit Extinguishers); inspecting, checking and recording the inspection schedule on the item. Any shortfall of extinguisher type or number should be notified to the Facilities Manager on Site, or to the unit occupants for in-unit equipment. In unit fire extinguishers will be serviced once per annum.
4. Central Battery System, emergency lighting and illuminated exit signage; Providing guidance to FM on monthly testing of the emergency lights.
5. Fire Pumps; electric pumps, diesel pumps and all associated controllers, pressure switches, valves, sensors and NRVs etc. Providing training and support to FM team on routine churn testing of electric and diesel fire pumps as required by DCD. 
6. Third party equipment interfacing; Testing and reporting for correct operation and alarm interfacing of smoke management fans, FAHU interfacing, fire damper interfacing and operation, lift interfacing (Primary and Secondary floor selection) and fireman’s switch operation. 
7. Major Repairs; Any major repairs /overhauling that may be required shall be brought to the notice of ICM in writing immediately upon the requirement of repair/overhaul coming to light. ICM shall instruct such repairs / overhauls as necessary or authorise the contractor to carry out such repairs / overhaul through an official work order. Where it becomes apparent that a major asset is reaching the end of it’s useful life, the contractor must report the expected remaining life of the asset to the Management to allow for the planned replacement and related funding.
8. Damage caused by improper maintenance; The contractor, at his own cost, shall make good all damages, losses, burns outs etc. which may be attributable to any fault, negligence, improper operation, inadequate preventive maintenance and / or mishandling of equipment by the service provider. 
9. SLA/KPI; The contractor must agree to the Itihad Community Management standard Service Level Agreement and associated KPI metrics. 
10. DCD Contract; Vendor to provide Dubai Civil Defense Contracts for Tower A and Tower B within 30 days after signing the Annual Maintenance Contract with ICM.

 C. The Service Provider is required to provide the necessary resources for the provision of the Services, to include but not limited to:

1. Manpower including managers/advisors, engineers, supervisors and technicians; 
2. Dedicated equipment, tools and machinery 
3. Dedicated materials and consumables
4. Tests, drills and reporting. Reporting on site must be in writing, neat, tidy and in English. 

D. Required Service includes: 

1. Adequate Maintenance Service of the FA and FF systems at the premises. PPM Servicing and regulatory inspections will be conducted at quarterly frequency. In case of replacement / repair of spare parts including detectors, bases, lamps, batteries, sensors, seals, gaskets, valves etc., service provider shall submit a proposal / quotation which will be vetted by ICM before procurement. In case of any work involving third party / subcontractors for reprogramming or other specialist works, the service provider markup on actual cost shall not exceed or than 10%. For the avoidance of doubt, loose or bad connections or cable loop faults are included in the regular maintenance, unless the fault is as a result of  damage by a third party.
2. The Service Provider shall include the provision of all basic consumables in accordance with the type of service required. Consumables means, contact cleaners, air dusters, lubricating grease, top up oil, top up coolant, penetrating oil (WD40 etc) insulating tape, fuses, screws and touch up paint etc. Engine oil refill and filters for any engines is not part of the scope of inclusion.
3. Report any sign of damages, shortages or malfunction immediately to the Management and FM Representative on site. 
4. Provide on site training and instruction to the relevant personnel including security team, concierge and Facilities Manager on the proper operation of the fire alarm panels.
5. Liaise with the Facilities Manager and MEP technicians to ensure that they know the process to conduct and record the weekly/monthly pump operation tests and the procedure to ensure that the systems are returned to standby/auto condition. 
6. In the event of an emergency breakdown, provide “fire watch” guidance to the security team and concierge on the procedures to execute in the event of an emergency or evacuation.
7. Provide 24/7 emergency call out service with telephone contact numbers or call centre support.
8. Carry out the initial inspection of the system and prepare a detailed report on any faults discovered. Provide a quotation for the rectification of these faults to bring the full system up to standard and under the responsibility of the service provider going forward.
    

Vendors shall conduct a site visit before submitting a fully detailed proposal to ensure that the complete scope of work and site access conditions are fully understood.