Scope of Works: Annual Maintenance Contract (01/01/2027-12/31/2029 - 3 Years)

1. General scope

The Contractor shall provide daily operation, Planned Preventive Maintenance (PPM), reactive maintenance and corrective maintenance for all common-area systems of the building.

Definitions

    •    PPM: maintenance at the frequencies in this scope or the manufacturer's O&M manual, whichever is more frequent.
    •    Consumables: the items listed in Section 9, supplied by the Contractor as part of the service.
    •    Spare parts: components not listed as consumables. These need Client approval before replacement.
    •    Common area: everything outside the apartment entrance doors. This includes the basement and ground floor parking, lobby, corridors, staircases, lift lobbies, plant rooms, roof and external areas within the plot.

The Contractor shall:

    1.    Condition survey: submit a joint condition survey and snag report within 30 days of the start date. Defects not reported in that period are deemed accepted, and their repair falls within this scope.
    2.    Own default: rectify any failure caused by missed, late or poor PPM, or by staff negligence, including parts, cabling and labour.
    3.    Asset register: complete a full register (tag, location, make, model, serial, rating, install date, condition) within 60 days and keep it updated.
    4.    Compliance: comply with Dubai Municipality, DEWA, Dubai Civil Defence and UAE labour and HSE rules, including permits to work, LOTO and method statements.
    5.    Approvals: obtain the Client's written approval before removing, replacing or disposing of any equipment.
    6.    Tools: provide all tools, calibrated test instruments, PPE, access equipment and transport.

The Client reserves the right to:

    •    Inspect and reject any work. Rejected work is redone by the Contractor.
    •    Audit records, job cards, attendance and certificates without notice.
    •    Require removal of any Contractor staff member, with replacement within 7 days.
    •    Appoint another contractor for work left overdue or defective after 7 days' written notice.

2. VRF air-conditioning system

The Contractor shall maintain all roof-mounted VRF outdoor units, common-area indoor units, branch selectors and BC controllers, refrigerant risers and piping, condensate drains, and central and local controllers.

Daily / weekly

    •    Check outdoor unit operation, error codes and central controller alarms.
    •    Weekly log of operating pressures, discharge temperatures and current for each outdoor unit.
    •    Check for abnormal noise, vibration and oil stains.

Monthly

    •    Clean indoor unit filters in common areas.
    •    Check condensate drain pans, pumps and lines; clear blockages.
    •    Check room temperatures against set points.

Quarterly

    •    Clean outdoor unit condenser coils with approved coil cleaner and a low-pressure wash.
    •    Clean indoor unit coils, blowers, drain pans and grilles.
    •    Check refrigerant pressures and superheat/subcooling; leak-test joints, flare nuts and branch kits with an electronic detector.
    •    Check fan motors, bearings and blades.
    •    Tighten electrical terminals, contactors, PCB connections and communication wiring.
    •    Check and repair pipe insulation and cladding on the roof and risers.
    •    Test remote controllers and the central controller.

Half-yearly

    •    Record compressor current, voltage, insulation resistance and phase balance against nameplate.
    •    Inspect and clean inverter boards and heat sinks.
    •    Check anti-vibration mounts, frames and supports; treat rust and touch up paint.
    •    Download and review central controller error history.

Yearly

    •    Full OEM-checklist service of every outdoor and indoor unit, including chemical coil cleaning.
    •    Refrigerant performance test, with leak repair and top-up.
    •    Thermal imaging of outdoor unit power supplies and isolators.
    •    VRF condition report covering compressor health and units near end of life.

Conditions

    •    Only technicians trained on the installed VRF brand may work on the system. Certificates are to be submitted.
    •    Gas leaks are treated as P2. Leak repair includes brazing, flare remaking, nitrogen pressure test, vacuum and recharge.
    •    Compressor, PCB, inverter board and fan motor replacements need Client approval before work starts.
    •    The Contractor coordinates OEM visits where required.

3. Ventilation systems

    •    FAHUs:
    •    Daily run check.
    •    Monthly filter and belt check.
    •    Quarterly full PPM covering motor, bearings, coils, drain pans, dampers, VFD/starter, controls and power cabling.
    •    Exhaust and extract fans (toilet, kitchen, roof, FAHU exhaust):
    •    Daily run check.
    •    Quarterly PPM covering motor, bearings, impeller, starter, isolator, cabling, blades and grilles.
    •    Basement and ground floor car park ventilation fans and CO sensors:
    •    Weekly run test.
    •    Quarterly PPM.
    •    Yearly CO sensor calibration and fire-mode test.
    •    Staircase pressurisation fans:
    •    Weekly run test.
    •    Quarterly PPM.
    •    Yearly pressure and fire-mode test with the fire contractor.

4. Electrical systems

    •    LV panels (MDB, SMDB, ESMDB, capacitor banks):
    •    Weekly readings.
    •    Half-yearly torque check, IR test and breaker/ATS operation test.
    •    Yearly thermal imaging.
    •    Floor and common-area DBs: half-yearly terminations, load balancing, ELCB test, blanking plates and thermography.
    •    Starters, control panels and VFDs: quarterly PPM including control and power wiring.
    •    Lighting (lobby, corridors, staircases, car parks, roof, external and façade): daily rounds; half-yearly cleaning and relamping.
    •    Emergency lighting and exit signs: monthly function test; yearly 3-hour duration test.
    •    Earthing and lightning protection: yearly earth-pit resistance test with certificate.
    •    Electric water heaters (common areas): quarterly PPM covering elements, thermostat, safety valve, ELCB and descaling.

5. Plumbing and drainage

    •    Booster and transfer pump sets:
    •    Daily run and pressure log.
    •    Quarterly PPM including surge vessels, strainers, VFD and pressure switches.
    •    Basement sump, submersible and sewage pumps:
    •    Weekly float and changeover test.
    •    Quarterly PPM.
    •    Yearly lift-out inspection.
    •    Underground and roof water tanks:
    •    Daily level check.
    •    Quarterly inspection of float valves, overflows and vents.
    •    Half-yearly DM-approved cleaning and disinfection with lab certificate.
    •    Water supply risers, pipework, valves and sanitary fittings: daily rounds; quarterly support and valve checks; half-yearly strainer cleaning and NRV checks.
    •    Drainage, manholes, floor traps, rainwater pipes and roof gutters:
    •    Weekly roof drain check.
    •    Quarterly PPM.
    •    Yearly jetting and rodding.
    •    Pre-monsoon roof drain clearance.

6. Specialist systems (coordination and first response)

    •    Fire alarm and fire fighting: daily panel check, weekly fire pump run log and first response to alarms. Full maintenance is by the Civil Defence-approved fire contractor.
    •    Lifts: daily ride check and first response. Entrapments are escalated to the lift OEM within 10 minutes.
    •    CCTV, access control, intercom, MATV, car park barrier and shutters: daily checks, first-line fault finding and power-supply faults. Specialist faults are escalated.

7. Civil works and structural monitoring

    •    Minor civil works: common-area repairs to the roof, waterproofing inspection, door hardware, masonry, tiling, paint, sealant and signage, up to 4 labour hours per job.
    •    Structural monitoring: a monthly log with photos, crack-width readings and dates for:
    •    Vibration in the ground floor parking area when vehicles pass.
    •    Cracks and water leakage in the basement parking.
    •    Wall cracks reported in apartments (common-side observation).
Any widening crack or new leakage is reported to the Client within 24 hours.

8. Service levels

Response times

    •    P1 Emergency: attend in 30 min, make safe in 2 hrs, fix in 24 hrs.
    •    Examples: lift entrapment, flooding, fire alarm, total power or water loss, sewage overflow, FAHU or pressurisation fan failure, VRF outdoor unit failure.
    •    P2 Urgent: attend in 2 hrs, make safe in 4 hrs, fix in 48 hrs.
    •    Examples: single pump or fan failure, VRF gas leak, corridor or staircase lighting loss, major leak.
    •    P3 Routine: attend in 24 hrs, fix in 5 working days.

KPIs (measured monthly)

    •    PPM completed on schedule: ≥ 95%
    •    P1 attended within time: 100%
    •    P2 and P3 attended within time: ≥ 95%
    •    Repeat failures on the same asset within 30 days: ≤ 2
    •    Monthly report submitted by the 5th: 100%
    •    Rostered manpower present: ≥ 98%
    •    Common-area energy reduction against baseline: ≥ 5% (assessed yearly)
    •    Lost-time HSE incidents: 0

Three consecutive months below target give the Client the right to terminate on 30 days' notice.

9. Consumables, spares and cabling

Cabling

    1.    Power and control cabling from the isolator or starter to any equipment is part of that equipment and maintained by the Contractor.
    2.    Terminations, glands, lugs, connectors and short cable runs are consumables.
    3.    Where a cable fault results from missed PPM, unreported overheating or poor workmanship, the Contractor replaces the cable as part of the service.
    4.    Any cable replacement request must include IR test results, photos and the last two PPM records for that asset.

Consumables (supplied by the Contractor)
Filters, belts, grease, fuses, MCBs, contactors, relays, lamps, LED drivers, sealants, gaskets, small valves, float switches, coil cleaners, refrigerant for top-up, brazing materials, cleaning and water-treatment chemicals, touch-up paint and cable consumables.

Spare parts

    1.    Each replacement requires a fault report with photos.
    2.    Nothing is fitted without the Client's written approval, except to make safe in a P1 emergency.
    3.    Minimum 6-month warranty on parts fitted.
    4.    Removed parts are returned to the Client.
    5.    The Client may supply spares directly, for the Contractor to install.

10. Energy management

The Contractor shall reduce common-area electricity consumption by at least 5% over the contract year, compared with the baseline, without reducing comfort, safety or service.

Baseline

    •    Common-area DEWA consumption (kWh) for the 12 months before the start date, from common-area meters only.
    •    Submitted within 30 days for Client approval.
    •    Adjusted for weather and for any added equipment, as agreed with the Client.

Audit and plan
Within 60 days, the Contractor carries out an energy audit and submits a reduction plan with each measure, its expected kWh saving and its date. Changes to equipment or operating hours need Client approval.

Minimum measures

    •    VRF: common-area set points at 24 °C ±1 °C, operating schedules, locked controllers and clean coils.
    •    FAHUs and fans: scheduled operation, VFD speeds matched to demand, and car park fans on CO-sensor control.
    •    Lighting: photocells or timers for external and façade lighting, and motion sensors in staircases, car parks and service areas where feasible. Failed conventional fittings are replaced with LED.
    •    Pumps: optimised booster pump set points and VFD settings, with checks for continuous running caused by leaks or faulty floats.
    •    Water: leaks found and repaired; abnormal consumption reported within 24 hours.
    •    Electrical: power factor kept at ≥ 0.95 through capacitor bank maintenance.

Reporting

    •    Daily meter readings.
    •    The monthly report shows kWh against baseline (monthly and cumulative %), water consumption, measures implemented, and spikes with their causes.
    •    A year-end report confirms the achieved reduction.
    •    If the cumulative reduction is below 5% at the half-year review, the Contractor submits a recovery plan within 14 days.

11. Manpower and reporting

Minimum manpower

    •    Facilities Supervisor: 1
    •    Multi Technician : 2 - 12 hrs × 7 days.
    •    Night-shift technician: 1, 12 hrs × 7 days.

Conditions:

    •    At least one qualified technician must be on site or on call within 30 minutes, 24/7.
    •    Relievers cover all off days and leave, so no rostered position is left vacant.
    •    Staff replacements need prior Client approval.
    •    Specialist teams (thermography, tank cleaning, drain jetting, earth testing) are mobilised per the PPM schedule.

Reporting

    •    Daily log: plant room readings, rounds, faults and jobs closed.
    •    Monthly report (by the 5th):
    •    PPM compliance and the KPI scorecard.
    •    Reactive jobs with response times.
    •    Spares used and attendance.
    •    Energy and water consumption and HSE statistics.
    •    Photos and the structural monitoring log.
    •    Annual PPM schedule: within 30 days of the start date, for Client approval.
    •    Test certificates: IR, thermography, earth-pit, tank cleaning, emergency lighting and VRF performance.
    •    Half-yearly condition report: assets near end of life, with replacement recommendations.

All jobs are logged in a CMMS the Client can view at any time. The Contractor attends a monthly performance review with the Client. All records belong to the Client and are handed over at contract end.