appendix a – sow-part 4-4

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APPENDIX A – Facilities Management Scope of Works (Part 4/4)

Dubai Healthcare City (DHCC) – RFP # T0045 - For the period of 2016-2018

Facility Management and HSE department (DHCC-FM&HSE) 2/111

Dubai Healthcare City - DHCC

Request for Proposal

RFP # T0045

Provision of

Main Facil i ties Management Services –

DHCC

Dubai Healthcare City-Assets

For the period of 2016-2018

September-2015

Appendix - A

Part (4/4)

Dubai Healthcare City - Facil i ties Management Department






TABLE OF CONTENTS

1. GENERAL REQUIREMENTS ………………………………………………………………… 42. SERVICE PROVIDER’S RESPONSIBILITY ………………………………………………….. 63. MANAGEMENT OF SUB-CONTRACTORS …………………………………………………. 64. MANAGEMENT OF INFORMATION AND REPORTING ………………………………….. 75. RISK MANAGEMENT …………………………………………………………………………. 86. CONTINGENCY PLANNING …………………………………………………………………. 87. QUALITY MANAGEMENT SYSTEM …………………………………………………………. 88. SITE ACCESS ………………………………………………………………………………….. 99. MANAGEMENT OBLIGATIONS ON HUMAN RESOURCES ………………………………. 9

10.

CAPITAL ASSET MANAGEMENT …………………………………………………………… 911. TECHNICAL LIBRARY ………………………………………………………………………. 1012. CLEANING AND HOUSEKEEPING STANDARDS ………………………………………... 1213. WASTE MANAGEMENT (Medical/NO N Medical)…………………………………………….. 3114. PEST CONTROL SERVICES…………………………………………………………………… 3315. HEALTH AND SAFETY ……………………………………………………………………….. 3616. COMPREHENSIVE FIRE DETECTION AND PROTECTION SYSTEMS MAINTENANCE 43

17. MECHANICAL, ELECTRICAL, PLUMBING…………………………………………………… 5718. COMPREHENSIVE ELEVATOR MAINTENANCE……………………………..……………. 89

19. BMU MAINTENANCE …………………………………………………………………………. 9220. GARBAGE CHUTE AND TROLLEY MAINTENANCE ……………………………………… 9321. WATER TANK CLEANING SERVICE ………………………………………………………… 94

22.

AUTOMATIC GATE BARRIER MAINTENANCE …………………………………………… 9623. ROLLING SHUTTER AND GARAGE DOOR MAINTENANCE ……………………………. 9724. BUILDING SIGNAGE MAINTENANCE………………………………………………………. 9825. SPECIALIZED BUILDING SYSTEM (SSM)………………………………………………… 9926. CIVIL MAINTENANCE ………………………………………………………………………… 10127. CUSTOMER CARE CENTER – HELPDESK …………………………………………………… 10528. GENERAL STANDARDS ………………………………………………………………………. 107






1. General Requirements

The FM Services Provider shall manage the delivery, performance and provision of the Facilities

Management Services in a coordinated manner. In so doing, the FM Services Provider shall without

limitation:

1. Develop and implement policies and procedures to cover all aspects of facilities management;

2. Establish, maintain and operate procedures for effective planning, organization, control,

monitoring and review of all Facilities Management Services;

3. Manage and deliver the Facilities Management Services in an efficient manner and provide and

operate an appropriate quality assurance system;

4. Deliver all Facilities Management Services in accordance with the Service Level Agreements

(SLA'S) and Key Performance Indicators (KPI's) mechanism as set out in the specifications.

5.

Provide all equipment, tools and apparatus appropriate for the delivery, performance and provisionof the Facilities Management Services.

6. Comply with Client instructions regarding security of the building e.g. Building systems/areas

shutdown or evacuation.

7. Maintain at all times a handover file (updated monthly) which gives details of; for example but not

limited to the following:

The information hierarchy and document register

Achievements of the key objectives including performance against the KPIs for the

related quarter Improvement and innovations proposed

All identified non-compliance by and other concerns with Subcontractors

Data on all replaced spare parts,

All FM consumables

Waste collected

Current status of PPM schedules

Latest monthly reports,

Agreed budgets Operating and Capital,

FMR,

Key development data

Emergency contact numbers etc.

8. Provide Information on Asset performance and all requested data

9. Provide single point of contact for the delivery of FM services and adequate support team to

supervise and manage DHCC building assets. Also provide an escalation matrix to highlight

concerns to service provider’s senior management.

10. Arrange, administer and manage all contracts and sub-contracts for the provision of the Services at

the Premises.

11. Implement best facility management practices;






12. Undertake all clerical and accounting functions which are required to administer any contracts or

sub-contracts including the maintenance of such records as are necessary to achieve and

demonstrate sound financial and operational control of the activities of all Sub-Contractors.

13. Arrange all materials and supplies as may be required to perform the Services in line with any

purchasing procedures to be agreed with the Client.

14. Draw to the attention of the Client any circumstances which require planned expenses estimates to

be adjusted. Provide capital budget estimation for major assembly’s procurement or replacement

of capital assets.

15. Undertake the operational tasks and attendance requirements set out in the scope of works & as per

the Specifications

16. Liaise on needs basis with the following stakeholders:

DHCC entities

a.

Package - A

Building-27-Ibn Sina-Including DHCR (CPQ) and all DHCC units.

Phase-1-Infrastructure. (Including external parking plots).

Phase 2-Infrastructure. (And all DHCC units).

b. Package - B

Building-34- Zahrawi. (Two Basement/Ground/ Half of the First floor).

c.

Package - C

Building-64 - Al Razi. (Including DBAJ and all DHCC units).

d. Package -D

MBR-AMC building. (Two Basement / Ground / First and Second floorexcluding Harvard and Royal College).

17. Update the Asset Register, As-built Drawings and O&M Manuals.

18. Must take new initiatives to address ecologically sustainable solutions and contribute in the Green

Building policy implementation ranging from simple solutions such as efficient watering systems

to complex systems such as recycling.

19. Maintain proactive approach to service delivery and shall ensure:

Commitment of key staff

Detailed planning and budgeting

Efficient procurement and service delivery Efficient management of subcontracting

Robust employee and subcontractor performance reviews tied to the key objectives.

Implementation of industry’s best practice

Transparency of all activities and expenditures

20. Maximum customer satisfaction and responsiveness to agency requirements, including acceptance

of responsibility for unsatisfactory service delivery and proactive rectification measures.

21. Delivery of demonstrable energy efficiency gains, and other achievements in accordance with

Green Building Initiatives.

22.

Asset Register / Bar Code System on the equipment are a must. If not available, the submission can

be disqualified.






23. Integrated FM software which captures all reactive, preventive, corrective maintenance of

complete FM activities to be provided, and access to the same for DHCC FM Team is required.

2. THE FM SERVICES PROVIDER IS RESPONSIBLE FOR:

The DHCC managed assets common property is kept in good operational, structural and decorative orderduring the term to provide a safe, secure environment for staff, tenants and visitors and to protect the

Client’s assets, including data and records connected with the operation of the buildings; and the design

intent and full working life of the assets of the DHCC managed assets are maintained.

Maintenance of the DHCC managed assets to a fully managed capital/asset replacement (Life Cycle) plan,

pursuing through innovation the use of low maintenance and low energy solutions throughout the term. This

will comprise all recognized maintenance and operational activities, including and not limited to planned

preventative maintenance (PPM), reactive maintenance, economic repairs, renewal and replacement of the

Maintained Assets at the end of their useful life, when economic repairs are no longer possible.

All routine inspections, (including without limitation all routine safety inspections such as fire prevention,

evacuation, housekeeping and general welfare issues), testing, maintenance, repair, refurbishment and

replacement services in relation to the DHCC managed assets and all equipment including without

limitation all external services within all the DHCC managed assets.

The adequacy and safety of all Facilities Management Services provided. The FM Services Provider shall

ensure that it and its Sub-contractors performing the Facilities Management Services are fully compliant to

local laws and standard safety norms.

To undertake minor projects works, as appropriate, when requested by the Client. The price for these

additional works shall be agreed in advance by the Client, against an approved quotation. Works shall be

completed to an agreed timescale, and the resources used shall not affect the delivery of the core FM

services. Completion of the work shall include testing and commissioning as appropriate, and such as allapplicable drawings, records and documents.

To undertake any variation or additional works and this will be issued by the client as a Site Instruction.

3. MANAGEMENT OF SUB-CONTRACTORS

The service provider shall submit a complete schedule of the sub-contractors who will be appointed to

provide the services. These sub-contractors will be approved by client prior to their deployment.

Throughout the course of the contract the FM Services Provider shall maintain a record of subcontractors,

and specialist service providers who attend the DHCC buildings/assets, together with details of the

Facilities Management Services provided.

The FM service provider shall conduct regular progress meetings with subcontractors (weekly / monthly)

MOM and technical reports should be submitted to the client.

Performance of the subcontractor will be managed & monitored by the FM service providers with back to

back SLA’S& KPI’s. FM service provider will be responsible to deliver the services they have sub

contracted and submit performance report of these service providers.






4. MANAGEMENT OF INFORMATION AND REPORTING

The FM Services Provider shall provide an administration system to cover facilities management activities

for all our building assets. Wherever practicable, this shall be covered by a computer- based Management

Information System (MIS). The MIS shall enable:

• collation of data;

• analysis of information including trends; and• production of reports;

In addition, the FM Services Provider shall collect and collate any information that the Client reasonably

requires.

The FM Services Provider shall provide detailed management reports relating to the Facilities Management

Services provided under this document at an agreed frequency (which shall not be more than monthly

intervals) which measures the actual performance against the performance requirement. These reports must

be available for auditing at the discretion of the Client, and the Client’s nominated advisors.

The FM Services Provider shall allow access to its systems for evaluation. The FM Services Provider shallattend meetings to discuss the performance of the services in co-operation with the Client.

Monthly management reports (MMR), shall be submitted in electronic form in Microsoft Word or

Microsoft Excel at an agreed frequency and submitted every 10th of the month for the previous month. This

report shall contain written confirmation that all legislation is being complied with.

Shall prepare and issue minutes of all meetings with the Client, and shall obtain approval of the minutes

prior to issue within one working day of the meeting.

The report shall include the followings as minimum requirements:

Executive summary

Organizational chart including staff list, locations and contact details

Score cards report. (to be provided on later stage)

PPM (planned vs. achieved)

Help Desk information (reactive calls summary)

SLA reports

Customer’s satisfaction report

Subcontractor’s list and performance reports

Incident Reports

SHEQ – safety performance, Audit, and compliance report

Energy Management

Building & maintenance inspection report Certifications tracker

Initiatives and proactive measures

Specialized equipments performance measurement data (SSM)

General maintenance summary

Training schedules, materials and records Quotations and LPO report

Updates to the existing asset register

Test and Calibration report






5. RISK MANAGEMENT

The service provider will minimize all risks throughout the operational phase for the DHCC managed

assets. They shall:

Enhance the sense of safety within the buildings; and follow all EHS norms and a work permitsystem for confined space, elevated platform related works , high voltage electrical works, hot work permit.

Follow a standard safety Lock Out and Tag Out (LOTO) systems for equipment repairs and

maintenance

Mitigate risks to the occupants.

This shall include, but not be limited to:o Health and safetyo Fire & life safetyo Environment protectiono Quality of Facilities Management Serviceso Scope of Work

o

Resourcingo Insurance and indemnity

6. CONTINGENCY PLANNING

The service provider shall develop, implement and regularly update a contingency planning strategy,

including disaster recovery, business continuity and liaison with Civil Defense and the emergency services.

A copy of the strategy shall be available to the Client at all times. The contingency planning strategy shall

include, but not be limited to, arrangements for dealing with the following:

• Accidents or injuries to, tenants visitors and staff;

•

Loss of keys;• Fire drills and assembly points;• Fire;

• Failure of mains/major services• Withdrawal of the FM Services Provider's labor;

• The need to evacuate tenants and staff from the buildings to assembly areas• Details of incident command, supporting structures and post-incident procedures.

Incident reports will be furnished for all major and minor incidents in the buildings.

The FM Services Provider shall ensure the secure storage of all data and records connected with the

facilities management of all the DHCC building/assets. The FM Services Provider shall ensure that accurate

back-up copies of all data are held off-site.

7. QUALITY MANAGEMENT SYSTEM (QMS)

The FM Services Provider shall set up a QMS system, which shall meet the standards of ISO 9001 or ISO

14001, OHSAS 18001. This shall include, but not be limited to proposals for reviews and

performance plans to meet best value practice. The FM Services Provider shall provide the Client access to

the QMS for the purposes of inspection.

The FM Services Provider shall develop a working culture for the site wherein improvement of performance

is encouraged, and the prevention of problems and failures rather than a system of corrective actions and

confrontation is implemented.






8. SITE ACCESS

All personnel for whom the FM Services Provider is responsible shall be provided with identification (e.g.

uniforms and badges) approved by the Client. The FM Services Provider’s staff shall be recognizable as

being employed by the FM Services Provider through uniform identification.

9. MANAGEMENT OBLIGATIONS OF HUMAN RESOURCES DEPLOYED BY

SERVICE PROVIDER

The FM Services Provider shall provide a sufficient number of staff at all times with the appropriate skills,

qualifications, and experience to meet its obligations under, and comply with the provisions of the Contract

and local regulations on Emiratisation and an understanding of the diversity of cultures across Dubai.

The deployment of resources will be done post approval of the organization chart, detailing both the

proposed “On-Site” and “Off -Site” structures by the client. Implement a resource plan based on agreed

organizational structure to manage the services;

The service provider will abide by the local laws, the clients and their own internal policies & procedurescovering the recruitment, screening, training, development and retention of staff.

Staff shall be freely able to express concerns about any questionable or poor practice. The FM Services

Provider shall ensure that:

• Staff are informed of their duty to express concerns about questionable or poor practice;• Staff are assured that they will not be penalized at any time for complaining in good faith

about poor practice; and

• There is a written policy and procedure for staff to follow in order to raise their concernsabout questionable or poor practice.

All service providers‟ staff employed on the contract shall be suitably qualified to enable them to effectively

undertake their particular role.

Manage the human resources deployed at client building and sites by, recruiting, training, developing and

retaining staff with appropriate skills, qualifications and experience;

10. CAPITAL ASSET MANAGEMENT

The FM Services Provider shall be responsible for the repair or replacement of the capital items and

equipment in the DHCC managed assets, however he shall take approval from client for all capital assetsreplacements. The client will bear the expense for the capital replacement.

The FM Services Provider will be required to provide estimated price and scope of work for replacement of

any capital item, equipment and /or asset. Client may nominate a representative to assess the cost of repair

and replacement.

The FM Services Provider shall undertake the replacement of capital items and equipment in accordance

with the capital/asset replacement plan as part of the Maintenance requirements.

The service provider will propose capital/asset replacement based on their condition surveys of all the

clients buildings assets within 60 days of taking over of the building assets they will also submit a capital

assessment plan every year in the month of June for the next years capital expense budget planning.






The FM service provider will be fully responsible for all repair and capital asset replacement costs, if such

repair or replacement was caused due to the FM Services Provider’s negligence or default or failure.

11. TECHNICAL LIBRARY

The FM Services Provider shall develop, manage and maintain a structured administration system formanagement of all facilities and maintenance-related information, to ensure transparency of process and full

audit trails. The technical library shall be available for scrutiny by the Client. The core components of the

technical library shall consist of the following:

1. The CAFM system;

2. The technical documents and records; and3. The asset registers.4. Building or asset built up space (common area and tenanted).

All documents shall be kept in good order and shall be available at all reasonable times for inspection by theClient, and the FM Services Provider shall,

No later than 60 days into the contract the FM Services Provider shall formulate a definitive list of the

respective building Assets and provide a copy of such to the Client.

The FM Services Provider shall utilize the CAFM system which records all the Maintained Assets, andwhich shall interface with the help desk. The CAFM system shall record and prepare statistical data relating

to the delivery of the maintenance service including without limitation PPM, reactive maintenance andemergency works, and inspections (including statutory inspections).

The site data specific to the provision and operation of the site shall be operated by the FM Service Provider but shall be owned by the Client, such that in the event of termination of the contract or at the expiration ofthe contract, site date can be issued to the incoming FM Services Provider. The Client shall be provided withread-only access to the CAFM system to allow for monitoring purposes, and shall be provided by the FMServices Provider with a license to access the software.

a. Detailed work specification shall be developed by the FM Services Provider for the Maintained

Assets and held on the CAFM system, together with the asset history logs, asset performance data andreliability data. The FM Services Provider shall develop these specifications based on:

Original equipment manufacturers‟ recommendations;

Industry standard specifications/recommendations such as CIBSE, HVCA, ASHRAE, IEE,CIOB, IMechE, RICS or RIBA generally accepted by Good Industry Practice; and

The FM Services Provider's experience of similar equipment and projects.

b. Technical documents and records

The FM Services Provider shall on request provide documentation to the Client, including but not limited to

all relevant completed forms, records and logs that are included on the CAFM system or in the technicallibrary. This will include, but not be limited to, the following documents:

• Inventory asset list (as amended), asset history, asset performance and asset reliability data;• Work order summaries and additional work order sheets and corrective maintenance summary;• Fire extinguisher locations and inspection sheets;• Fire alarm test records;• Roof inspection sheets;

• Maintenance and repair requisitions;• Record drawing index sheets;

•

Insurance/statutory inspection records;• Filter system logs;






• Emergency generator running log;

• Sub-contractor service logs;• Risk assessments under fire precaution regulations;

• Fire drill reports;• Gas and other fuel system test records, energy management records, data and reports;

c. Asset Register

The Asset Register shall include all plant, equipment, systems and building fabric items incorporated in

DHCC managed assets and shall be held on the CAFM system and be kept up to date at all times. TheService Provider should submit a complete updated asset register within two months of beginning of thecontract and should maintain a history log book for all registered assets which shall be displayed on alocation adjacent to the equipment (inspection time, service time, spares replaced, technician/supervisorsignature etc. and any movement of the assets should be logged by the security on the asset movement form.

Asset details shall as a minimum include:

a.

Identification number b. Name

c. Unique reference numberd. Serial number

e. Drawing numberf. Manufacturer's details (address and phone/fax number)g. Commissioning datah. Maintenance data (tasks and frequency)i. Recommended spares/special tools j. Locationk. Life cycle expectancy of assetsl. Warranty details where applicable






12. CLEANING AND HOUSEKEEPING SERVICE SCOPE OF WORK AND SERVICE

DELIVERY STANDARDS

The FM Service Provider shall provide an environment that is clean, free of dirt, debris and pests and

reflects a high standard of cleaning in DHCC managed assets.

The cleaning service shall comprise both structured routine cleaning, and reactive cleaning as required, in

response to spills and accidents. The services provided which shall comply with British Institute of Cleaning

Science (BICS) recognized practice.

Façade and external glass cleaning services should be carried as per the norms laid down for elevated and

height work permits as per OSHA guidelines and by certified professionals approved by Dubai

municipality and certified to carry out these services.

The FM Services Provider shall be responsible for the cleaning of all common property areas and/or any

other areas as specified by client.

The FM Services Provider shall provide, put in place and manage appropriate cleaning services andhousekeeping professional, proactive cleaning regimes, using good industry cleaning practices for the

common property that ensure, as a minimum:

a. Compliance with all Legislation, regulations and codes of practice.

b. The requirements and recommendations of the manufacturers are met.

c. Minimum disruption to the business of tenants, visitors and staff.

d. The effective supply, installation and maintenance of adequate and suitable dispensers for

consumable items.

e. The effective supply and maintenance of adequate and suitable containers for the disposal of

consumable items.

f. The effective supply of sufficient and suitable consumable items.

g. The effective replenishment of dispensers.

h. Relevant standards are met and common property presents a clean and well-tended appearance at all

times.

i. All roads, paths, terraces, car parks, and other hard-standing areas, including stone and gravel

surfaces, shall be appropriately maintained and cleared to prevent the buildup of rubbish, debris,

sand and leaves.

j. The continuous cleaning of all surroundings within the perimeter including all car parks, roads,

walkways, footpath, pavements, canopy, and sign boards, traffic signs, traffic signals etc.

k. Effective supervision is provided at all times during each shift by a fully trained and capable person

able to plan tasks, deal with priorities, resolve problems and ensure

l. Compliance with health and safety requirements, and ensure that resources are utilized to maximum

effect throughout the shift. The supervisor shall ensure that handover notes detailing any concerns

that have arisen that needs to be addressed in the following shift, are provided for the next shiftsupervisor.






m. All cleaning chemicals should be registered in a written format (preferably COSHH regulations) and

have MSDS available at sites and staff appropriately trained to use them and aware of them.

n. The FM Services Provider shall use cleaning chemicals that have a low environmental impact.

o. The requirements set out in this Specification shall unless the context otherwise requires to be

interpreted as requirements to execute the Services in accordance with Good Industry Practice.

p. The removal of accumulated dust, rubbish and litter on a continuous ongoing basis for all areas

(internally & externally in DHCC buildings & externally on the common roads, pedestrian path

and landscaped areas beyond developers‟ plot limits)

q. The cleaning of all internal and external surfaces of the building including windows, doors, glass

surfaces, furniture, fixtures, fittings, signs, boards, staircase railing, ceiling, floor, walls, etc.

r. Continuous cleaning of washrooms and pantries.

s.

The emptying of all rubbish/sanitary bins, etc. and replacing the liners as and when required.

t. Respond to customer complaints related to cleaning.

u. Weekly deep cleaning of all external, internal (common) and internal DHCC office areas.

v. Restocking consumables as required (such as air fresheners, interfold, toilet rolls and hand soap) in

common areas toilets (except the ones in Shell & Core areas where it will be quoted as variable as

outlined in the price structure.

w. Cleaning of DHCC offices, Library, Simulation, DBAJ and DSDM to be carried out after or before

office working hours as outlined below.

x. All DHCC external/internal signage.

Cleaning Equipment and Material

The FM Services Provider shall provide all materials, equipment and consumables for the cleaning of the

areas. Cleaning material & equipment must be adequate to ensure that the service delivery is not affected.

Personnel shall wear appropriate uniform/apparel, which shall be kept clean and in good repair.

The FM Services Provider shall carry out risk assessments as stated in the Control of Substances Hazardous

to Health (COSHH)/MSDS as per Regulations on all cleaning materials used and stored. These assessments

shall be kept at the site and be made available if required.

Cleaning Times

Cleaning team to be available for common areas on Saturdays to Thursdays from 6:00am till 6:00pm, other

cleaners will need to work on Friday and beyond working hours to finish night cleaning and other heavy

cleaning activities.

The FM Services Provider shall clean common property at times that does not disrupt the efficient

functioning of DHCC managed assets or have an adverse impact upon tenants and visitors. The timing of all

cleaning activities shall be agreed with the Client.

An adequate presence for reactive services shall be provided. Cleaning supervisors and key members of the

staff shall be contactable through phones/Helpdesk. All mobile phones/telephones shall be supplied and paid

for by the FM Services Provider.






A supervisor or service delivery manager shall be assigned to manage the cleaning service. The service

delivery manager shall have the knowledge and responsibility to make decisions and resolve problems

quickly. Proper supervision to be ensured throughout the period

Cleaning Standards and Categories

The FM Services Provider shall provide cleaning services to each part of DHCC managed assets in

accordance with the designated service category.

The cleaning service shall also include but not be limited to:

External façade cleaning

Window cleaning, internally and externally; (including eaves);

Common area WC's, changing rooms, showers;

Supply of toiletries for common are washrooms;

Graffiti removal – internally and externally;

Furniture, blinds and soft furnishings;

Cleaning of external building envelope.

All Service areas & service rooms; garbage rooms and plant rooms.

Roof tops and all roofs fixtures.

All MEP equipments in common area with the presence of a technician.

All electrical, plumbing and mechanical fixtures in the common areas.

All visible plumbing & sewage pipes.

DHCC Building Internal Area DHCC Building External Area

within perimeter

External & beyondperimeter of developersbuildings

Lobby

Corridors

Internal wall, floor and ceilingsurfaces

Washrooms

Ablution areas

Prayer Rooms

Pantry

Lifts

Service rooms

Basements

Garbage rooms

Balconies /terrace

Common seating areas

Food courts

Waste collection All DHCC

Offices (not the tenants), meetingrooms and reception areas

Furniture and fixtures

Stairwells

Furniture and seating areas

External building surfaces &

signage

Staircases

Street, walkway and roads

Surface parking areas.

Canopies and pergolas.

Water features and fountains

Garbage collection

Way finding signage

Road & footpath sweeping &cleaning

Litter picking

Waste bins

Street, walkway and roads

Surface parking areas

(sand/asphalt)

Canopies and pergolas.

Water features and

fountains

Garbage collection

Traffic signals

Road traffic signs & wayfinding signage

Storm water stagnation

Road & footpath sweeping &cleaning

Litter picking

Waste bins






Description of the Works

The Service provider must maintain the cleanliness of the Site in accordance with the minimum standards

stated in the relevant Standards as mentioned above.

The works comprise of:

Routine Activities:

• Floors, internal glass, fixtures, common areas, heavy traffic areas, external areas ;service

rooms plant rooms and general cleaning as specified;

Periodic Services: (Unit cost per Frequency cost)

• Carpet cleaning and shampooing where applicable;

• Internal and external window and glass cleaning (including eaves);

•

External areas and facade;

• Stripping and sealing of polished hard floors; and

• Other emergency cleaning services, as required.

Standard and outcomes – Daily Standard

At the start of each working day, or any other such time as may be agreed the premises must be visibly clean

to the standard specified up to the skirting of the walls and all wall fixtures, walls of reception & lobbies up

to a height of two (2) meters.

Refer to the cleaning frequency Chart as at the end of the cleaning SOW.

This cleaning standard is to be used for all DHCC buildings/assets & groups under the services of the FM

service provider and applicable as per building requirements.

All skirting of the walls and wall fixtures, walls of reception and lobbies, windows, internal glass,

public counters, doors, desks, benches and furniture are free of dust, marks and general residue;

All hard floors are maintained to a clean, non – slip optimum standard of presentation and are free of

dust, marks and general residue;

All ledges, sills and skirting boards are free of dust and cobwebs;

All carpeted areas are visibly clean and free of ingrained dirt and stains;

All vinyl floors are visibly clean, have an even shine, are free of marks and are slip resistant;

All terrazzo floors are visibly clean, have an even shine, are free of marks and are slip resistant;

All tiled floors are visibly clean, have an even shine, are free of marks and are slip resistant;

All metallic surfaces are clean and polished, have an even shine and are free of marks;

All fittings are free from visible dirt and residue in office /commercial buildings






All fittings are free from visible dirt and residue including sinks, water drinking units and kitchen

equipment in office /commercial buildings (i.e. external surfaces of microwave ovens, refrigerators,

other pantry equipments, etc.); applicable to DHCC offices and other Specified Assets.

All spillages are immediately removed and the area cleaned, or when this is not possible

immediately reported with access to the spill restricted and the correct signage displayed tominimize the risk of personal injury;

All under roof external walls, eaves and vents are clean, free of dust and cobwebs or any other

foreign matter;

All balcony areas (if in common area ) are free of dirt, rubbish and other foreign matter and are kept

visibly clean;

All external areas are swept and free of rubbish, dirt and foreign matter;

Any hosed down areas are clear of excess water and reasonably dry;

All door recesses and mats are free of dirt, rubbish and other foreign matter and are kept visibly

clean;

All fittings in common area toilet of the residential buildings and all toilets in other DHCC

managed assets

o Toilet fittings in common area for DHCC managed assets and all toilets in DHCC office

complex, including hand basins, chrome fittings, urinals, toilet seats, pans and mirrors are

clean, free of stains and sanitized;

o

All toilet/shower wall tiles and dividing walls are clean, toilet floors are clean free of stains,sanitized;

o All toilet paper, hand towel and hand soap dispensers are always filled & replenished;

o All toilets and change rooms are free of offensive odors, with the use of air fresheners

where applicable;

o All sanitary bins have been emptied and bin liners replaced as necessary; all sanitary bins

(Special one for sanitary napkins) are disposed as per standard norms applicable to all

DHCC offices.

All rubbish bins have been emptied, rubbish has been removed to the designated bin area and binliners replaced as necessary;

All floor surfaces of the undercover/internal car parks are visibly clean and free of grease stains,

general residue and other foreign matter;

All external areas are swept free of rubbish and other foreign matter;

All garden areas are free of rubbish, cigarette butts and other foreign matter;

Inspection pits and surrounding areas are clean of all oil and grease. Waste water and all debris is

removed;

Access ways to fire doors are clean and clear of rubbish or any other obstructions;






All accessible electrical cupboards, service risers and storerooms are clean and free of rubbish or

any other foreign matter. No cleaner’s tools and/or cleaning products are to be stored in these

rooms;

As applicable all notice boards & signage’s have to be cleaned

All phone and shelves are free of marks, dirt and other foreign matter and have been wiped down

with a germicidal detergent, and the Perspex surrounds are visibly clean at the DHCC offices.

All elevator floors, hand railings, mirrors and cabin wall surfaces to be clean and free of stains

Standards and outcomes – fortnightly standard for all DHCC building & assets

All potted plants holders and adjacent areas are deep cleaned, elevations and equipment up to

2 meters heights will be cleaned thoroughly

All service rooms and fire staircases will be cleaned fortnightly

All garbage rooms‟ chutes & trolleys are to be hygienically cleaned. After rubbish, garbage have

been emptied and appropriately disposed, the garbage rooms, chutes and trolleys shall be free of

dirt, grime and litter. Garbage chutes shall be cleaned of all grime, dirt and litter & pressure

washed.

Standards and outcomes – monthly standard

Within 30 days of commencement of the Contract, the Service provider shall submit to the client, a schedule

specifying the nature and timing of the work to be completed.

All walls need to be cleaned up to a height of 3 meters

All window blinds, columns, under eaves, exposed air-conditioning grille vents and ducting are

cleaned to a standard free of dust, marks, cobwebs, smudges and smears at each level of the

building.

Elevators shall be thoroughly deep cleaned (polished and scrubbed- as applicable) under supervision

of technical staff.

All equipment service rooms, plant rooms & roof equipment shall be thoroughly cleaned under

supervision of technical staff.

Goods lifts/ loading docks (as applicable) shall be scrubbed ensuring all surfaces are free from allvisible dirt, marks, grime and any residue build-up, to display a uniform appearance.

All roof floor areas are scrubbed /deep cleaned ensuring all surfaces are free from visible dirt,

marks, grime and any residue build-up, to display a uniform appearance.

Car park and basement must be pressure washed

All hard floors are machine scrubbed to an optimum standard of presentation and are free of dust,

marks, general residue and grind;






Periodical cleaning services standard & outcomes

Once in a quarter all exposed pipelines, plumbing and sewage fixtures will be cleaned to a standard

free of dust, marks, cobwebs, smudges and smears at each level of the building.

All shaft, risers and air vents up to 3 meters from floor or landings to be cleaned quarterly and

beyond 3 meters having permanent access to be cleaned once a year.

External Windows, external Glass & Facade cleaning

Wash the glass (both sides) free of dirt, then wipe the glass clean;

thoroughly brush the exterior framework free from dust and grime and then swab clean prior to

cleaning the glass;

Remove all cobwebs from external eaves and framework and apply a residual spray;

Remove and clean all detachable insect screens and clean to remove dust and grime and then refit;

Remove and clean all detachable light diffusers and clean to remove dust and grime and then refit;

Wipe clean the interior framework and damp swab leaving no smears. The framework includes sash

surrounds to the glass panes, glazing beads, sills, joints, mullions and transoms to the glass.

Refer to the cleaning frequency chart for details as given at the end of the cleaning SOW.

Carpet Cleaning Requirements (wherever applicable) & (Unit Cost)

The FM-SP shall clean (i.e. hot water extraction, except where the carpet manufacturer recommends

otherwise) all carpeted areas as specified by the client.

The, frequency of cleaning, unless directed otherwise by the client is:

To be shampooed every 2 months

Definitions & standards

Appliances - Damp Dust

After damp dusting is complete all external surfaces shall be free of all dust and dirt to leave a clean, dry,

uniform appearance.

Chairs – Cloth – Vacuum

After cleaning, chairs are to be free of dirt and marks.

Chairs – Cloth – Shampoo Extraction

When extraction shampooing is complete, the surface should be free of all deep-seated dirt, stains and

soiling and be left in a reasonably dry condition giving a clean uniform appearance.

Chairs – Clean

After cleaning, chairs are to be free of dirt and marks.






Drink Troughs, Sinks (Stainless Steel) - Clean

On completion of cleaning, all surfaces are to be free of visible dirt, bacterial and residue cleaner leaving a

clean appearance.

External Walls, Brick Walkways, Concrete – Hose/Sweep/Clean

After hosing, sweeping and cleaning, of external walls, eaves, brick walkways and concrete is complete, all

areas shall be free of dust, cobwebs, accumulated dirt, litter, sand and excess water leaving the surfaces

clean and reasonably dry. When adjoining areas accumulate debris or rubbish as a result of this process,

debris and rubbish must be removed and disposed of.

Floors (All) – Sweep

After sweeping, all floor surfaces shall be free of visible dust, loose dirt and litter. All dust, loose dirt and

litter shall be collected and disposed of in an approved rubbish bin.

Floors (Vinyl, Ceramic, Tiles, Concrete) – Damp Mop

On completion of damp mopping, all floor surfaces shall be free of all marks and dirt especially in corners

and edges, visibly clean and without streaks.

Floors (Vinyl, Terrazzo, Ceramic, Tiles, Concrete) – Machine Scrub

On completion of machine scrubbing, all floor surfaces shall be free from all visible dirt, marks, grime,

cleaner residue and any build-up (especially the edges) to display a uniform clean appearance.

Floors (Vinyl and Terrazzo) – Machine Buff

After buffing, all vinyl and terrazzo floor surfaces shall have an even uniform gloss restored across the

entire surface with all scuffmarks removed.

Floors (Vinyl and Terrazzo) – Dry Strip

After the dry strip is completed, all vinyl and terrazzo floor surfaces shall be free of all loose dirt, scuff

marks, old sealant / polishes and other residues ensuring floors will remain free of build-up and in a

condition, ready for the seal to be applied.

Floors (Vinyl and Terrazzo) – Wet Strip

On completion of the wet strip all vinyl and terrazzo floor surfaces, shall be free of all loose dirt, scuff

marks, old sealant / polishes and other residues ensuring floors will remain free of build-up and in acondition ready for the seal to be applied.

Floors (Vinyl and Terrazzo) – Seal

After sealing the vinyl and terrazzo floor surfaces, the finish should be uniform across the surface, slip –

resistant and in a condition that will protect the floor.

Floors (Vinyl and Terrazzo) – Polishing

On completion of polishing, all vinyl and terrazzo floor surfaces shall have an even shine that is free of

scuffmarks with a slip - resistant finish.

Flyscreen’s / Window Frames, Mullions Etc - Clean






After removing screens and brushing free of dust and scrubbing screens and frames they should be free of

dust and dirt.

Glass (Window, Partitions, Doors) – Spot Clean

After spot cleaning of glass, partitions, windows and doors, all marks and dirt on windows shall be removed

leaving the surface visibly clean and unmarked.

Glass (Windows, Partitions, Doors) - Wash

After washing of glass is complete, the surface shall be free of visible dirt and smears.

Grilles (In Doors, Air Conditioning, Diffusers, Vents) – Damp Dust

After damp dusting is complete, all grilles shall be free of dust and dirt to leave a clean, dry uniform

appearance.

Rubbish – Empty And Replace Liners

After rubbish bins have been emptied and appropriately disposed, the bins shall be free of dirt and litter.

Liners shall be changed, with a size compatible with that of the bin, whenever they contain moist materials,

food or have tears or holes in them.

Surfaces – Damp Dust

After damp dusting is complete, all surfaces shall be free of visible dust, dirt and build-up (especially in

corners and edges) to leave a clean, dry uniform appearance.

Tables, Cupboards, Chairs, Desks – Damp Dust/Clean

After damp dusting / cleaning of tables, cupboards, chairs and desks is complete, all surfaces shall be free of

dirt, dust and residue cleaner to leave a clean, dry uniform appearance.

Toilets, Toilet Units, Hand Basins - De-scaling

On completion of de-scaling, urinals and toilet bowls shall be free of calcium build-up, acid, odor, bacteria,

cleaner residue and all visible dirt leaving the surfaces with a clean appearance. After sanitizing, toilet and

hand basins will be free of dirt, stains and dust. The cleaning materials utilized in the service of cleaning the

toilet facilities shall only be used for the purpose of the cleaning of the toilet facilities.

Toilet Partitions - Clean

On completion of cleaning of toilet partitions the surface shall be free of all removable marks, dust and be

visibly clean with a uniform appearance. Non-removable marks (graffiti) are to be referred to the Client.

Toilet Units, Hand Basins – Clean and Sanities

After cleaning and sanitizing, toilets and hand basins shall be free of dirt, dust, stains and marks, cleaner

residue and bacteria. The cleaning materials for cleaning of toilet facilities shall not be used for any other

facilities.

Air Fresheners – Replace

Air freshener and dispensers should be replaced when required to ensure an offensive free, odorlessenvironment.






Walls (Brick) – Spot Clean

After spot cleaning has been carried out on brick walls, all removable marks and dirt are to be eliminated

leaving the surface visibly clean and free of any residue cleaner. Non-removable graffiti on external walls

is to be referred to the Client.

Walls (Painted) – Spot Clean

On completion of spot cleaning on painted walls, surfaces shall be free of marks, dust, and residue cleaner

and be visibly clean with a uniform appearance.

Window Tracks - Vacuum

On completion of vacuuming, the window grooves will be free of dust, sand, dead insects and debris leaving

the surfaces clean and unobstructed.

Elevators - Clean

On the completion of an Elevator Clean, all lift doors, surfaces and fixtures shall be internally and externally

clean with a uniform high sheen. All carpet floors and tracks to lift doors shall be vacuumed and hard floors

shall be polished to an optimum standard of presentation.

External & Garden Areas - Clean

Upon completion of cleaning external areas, all foreign matter shall have been removed from the area and

all stone/tile or other floor surfaces shall be hosed, mopped and swept and any stains shall be removed. All

drains shall be kept clear. All walls shall be spot cleaned up to a height of 2 meters. All external metallic

fittings shall be polished to a uniform high sheen.

Loading Docks & Loading Zones - Clean

Upon completion of cleaning loading docks, all rubbish, debris, litter and other foreign matter shall have

been removed and the area hosed down.

Car Parking Areas including Roadways – Clean

Upon completion of cleaning car parking areas and/or roadways, all rubbish, debris, litter and other foreign

matters shall have been removed. In the case of potholes, deteriorating surfaces including poor line marking

and damaged signs should be reported to the site team for necessary repairs.

Atrium Glass - Clean

Upon the completion of cleaning atrium glass and its framework, all marks, residue, dirt and other foreign

matter shall be removed leaving the internal and external surfaces visibly clean, unmarked and streak free.

Insure Monthly Cleaning full high (Internal & External).

Window / Cladding- External façade cleaning & maintenance

Function: Provide the certified labor and equipment necessary to clean the exterior windows, building

cladding, relights and skylights. Window & cladding cleaning activities will occur on a predetermined

frequency as below in the cleaning SOW. Provide recommendations on window & cladding maintenance

with the help of a detailed check list & minor or major repairs to be carried out as & when on need basis.






Responsibilities:

Retain the resources necessary to safely complete the exterior window & cladding cleaning

operation.

Exterior window/cladding cleaning equipment is only to be utilized as designed and intended. Care

is to be taken on all roof tops to avoid any damage to roof surfaces.

Assigned personnel are not to utilize any unsafe equipment or furniture to complete the exterior

window/cladding cleaning activities.

Products used are to be environmentally safe as per EHS norms.

Exterior window cleaning is to be pre-scheduled and informed to tenants in order to avoid any

interruptions in tenant’s daily routine and to provide them with privacy.

Maintain a detailed check list to carry out the maintenance & repair activities.

Hours of Service:

Exterior window/ cladding cleaning must be done during day hours and can occur during normal

business hours.

Carried out in summer month as per the Dubai municipality laid down timings.

Housekeeping Manpower Deployment and selection:

People/Staff/Personnel provided by the Service Provider for working/managing the services withinthe scope of work should be in good health and free from any infectious diseases.

The Service Provider shall deploy personnel only with the acceptable appearance /

knowledge/ qualification / attributes at the premises of client, failing which the

Service Provider would be required to submit a written explanation detailing reasons.

The staff appointed on the premises by the Service Provider shall be changed after discussions and

agreement with the client or requirements from time to time.

All the Service Provider’s persons/staff should be meeting the skills and requirement of their tradeas specified from time to time by client in writing.

The personnel employed by the Service Provider at the premises shall conform to the minimum

specifications as detailed hereunder: -

Must be fully trained in the proper use of the required equipment and chemicals.

Must be certified as per applicable local laws and Dubai municipality guidelines.

Must perform duties in a professional and courteous manner.

Cleaner/Janitor

Minimum Qualification: as laid down by local law.

Minimum Experience: 2 year cleaning/janitorial experience minimum 01 year in Dubai/UAE






Presentable, polite

Expect that the he Understand either English or Arabic.

Cleaning team leader

Minimum Qualification: SSC or as laid down by local law. Minimum Qualification: 4 years cleaning or janitorial service experience as a minimum 02

years Dubai/UAE with knowledge of deep cleaning services , cleaning equipment/machine usage

,cleaning material usage and safe practices

Presentable, polite , team handling & monitoring capability

Good oral & written English and preferable Arabic language communication skills.

Cleaning/Janitor Supervisor

Minimum Qualification: 12th Grade or as laid down by local law

Minimum Experience: 4 years’ experience as a cleaner, 2 years as team leader with knowledge of deepcleaning services , cleaning material usage, Has the knowledge of

MSDS of chemicals used on sites and ensures safety in usage of chemical and cleaning material, Heshould be ideally be able to train his team in general cleaning methods and use of cleaningequipment/machines

Presentable, polite but firm in handling& managing people & situations

Good oral & written English, Hindi and preferable Arabic language communication skills

Cleaning Frequencies

Components D W F M Notes Windows up to ground level X

Façade & pillars up to ground level X Pressure wash

Windows at higher level (with frames)excluding facade

X quote this as variable

in price structure

Façade above ground level

(excluding glass windows)

X quote this as variable

in price structure

Staircases/ Landings X

Entrance Push Doors, Sliding &

RevolvingX Hourly spot check

Parking lots & basements sweeping X Continuous Litter picking

Parking lots & basement cleaning withmachine

X

External Infrastructure cleaning withmachine X

Parking lot barriers X

Roof X

Pathways X

Waste bins X

Handrails X






Building External Signage X

External light fittings X

Canopies X

Water Features X

Gates Houses X

Fountains & Flower Signs X

Pavements, steps & benches X

Traffic Signals X

Roads way finding & traffic signs X

Cleaning

Commonarea

Inspection/ checking PreventiveService

Window Cleaning, internally andexternally (including eaves)

D D

Common area , reception & lobbies,walls of reception and lobbies onlycorridors, wall fixtures, ledges, skirtingand balconies

D D

Common area WC's changing rooms,showers

D D, Q

Graffiti removal- internally and externally D D, Q

Furniture, blinds and soft furnishingsD D, Q

Walls & Cleaning of external buildingenvelope

D M& Q

Garbage rooms/Garbage trolleys DD, Fortnightly

All electrical, plumbing and mechanicalfixtures in the common areas D D, Q

Supply of toiletries for common areawashrooms

D D

Deep Cleaning

External Façade Cleaning for buildingsincluding glass façade

Y

External Glass Cleaning Q






All service areas & service rooms, plantrooms & all MEP Equipments rooms

Common

area

WF, M

Roof tops and all roofs fixtures M

Fire staircases F F

Elevators/Escalators D M

Garbage Chute/Garbage rooms/Garbagetrolleys

FF

Veridical column/vertical blinds/ Window blinds/exposed A/c Grills, Vents andducts, Ceiling fans.

M

all shafts and risers & air vents Q, Y

all visible plumbing pipelines &

sewage, pipes fixtures Q

Pressure wash -Car park floor cleaningwith pressure wash equipments M

D= Daily W=weekly F= Fortnightly M= Monthly Q=Quarterly Y= Yearly






Internal Areas: All areas shall be divided into:

Prestigious (Eg. DHCC offices, Library, Simulation, Reception, Entrance/Lift Lobbies)

Hygienic (Eg. Washrooms & Pantries)

Operational (Eg. Common Areas)

Support (Eg. Stairs & service rooms)

Prestigious Areas

Components D W F M Notes

Fabric Elements

Entrance door and door frames x Hourly spot cleaning

Floors x Swept hourly

Walls x Ceiling x

Internal glass surfaces (none doors)

up to 2 metersx Hourly spot cleaning

Window frames and ledges (up to 2

meters)x Hourly spot cleaning

Entry Mats x Washing Weekly

Damp dust skirting and window sills x

Common door and door frames x

Ducts, Grills, Air vents x

Fire hose reel and extinguishers x

General Furniturex

Special cleaning every 6 months. Quote thisas variable in the price structure

Waste Bins x Twice a day

Appliances (drinking fountain) x

Internal Signage x

High Surfaces

Quarterly for Atrium

Low level light fittings x

Ceiling light fixtures x Quarterly for Atrium

Electrical Switches x

Offices & prayer room carpet

vacuumingx

Server rooms x When required & supervised by IT

Furniture and fixtures x






Lifts

Lift Doors x Hourly spot check

Lift Door Frames x

Floor x

Ceiling x

Side walls x Hourly spot check

Lift shafts and pits Quarterly

Hygienic Areas


Washrooms & Ablution rooms

W.C

x

Every 30 minutes.

Also quote separately the

following in the price

structure:-

*every 15 minutes as

option 1 additional cost per

toilet.

*permanent attendant as

option 2 additional cost per

toilet.

Consumables to include

urinal and toilet seats smell

freshener.

Showers x

Urinals x

Wash Basin x

Wash Basin Mixers x

Mirrors x

Floor x

Walls x

Ceiling x Ducts, Grills Air-vents x

Partition x

Appliances x

Waste/Sanitary Bins x

Note: In food court areas, permanent attendance for all washrooms between 12:30 & 14:30 hrs.

Pantries

Sink x Hourly

Table/ Counter x Hourly

Cabinets x Twice daily

Floor x Hourly

Walls x

Ceiling x

Fixtures/fittings x Hourly

Appliances x Hourly

Ducts, grills, air vents x






Operational Areas


Stairwells

Floors x

Walls x

Doors x

Handrail & fixtures x

Fabric Elements

Entrance door and door frames x Hourly spot cleaning

Hard Floor x Hourly spot cleaning

Walls x

Ceiling x

Internal glass surfaces x Hourly spot cleaning

Window frames and ledges x

Entry Mats x

Damp dust skirting and window sills x

Common door and door frames x


Fire hose reel and extinguishers x

General Furniture x

Waste Bins x Twice a day

Appliances(drinking fountain) x hourly spot cleaning

Signage x

High Surfaces x


Ceiling light fixtures x


Food courts

Floor x hourly

Walls x

Ceiling x

Ducts, grills, air vents x

High Surfaces x









Support Areas


Plant Rooms

Entrance door and door frames x

Floor x

Walls x

Ceiling x


Pipes x

High Surfaces x




Janitor and Garbage Rooms

Floors x

Walls x

Ceiling x

Electrical Light Switches x

Ducts, Grills x

Other Equipment x Disinfect

Balconies/Terraces/ Basements

Floors x

Walls x

Ceiling x

Hand rails / glass surfaces x


Ducts, Grills x

Pipes/ cable trays x

Roofs x

Security Booths

Floors x

Walls x

Ceiling x


Ducts, Grills x






Pantry x

Toilets x

Loose Furniture x

Special Requirements:

Cleaning for all the below mentioned areas is required 10 hours a day, straight shift, six days a week,

excluding Fridays and Public Holidays:

To ensure seating area near reception, coffee shop, cafeteria and Prayer room has a high standard ofcleanliness and service especially during peak times.

Clean seating area, table, chairs, sofa’s and table tops.

Ensure tables and chairs are in the correct position Make note of cleanliness and report if any specialcleaning is required.

Lost and found items to be noted and reported to the security immediately.

Machinery includes Road Sweeper Machine.

Boom lifts for required areas such traffic lights, signage’s, street lamps, solar lamps.






13. WASTE MANAGEMENT/ (Medical and Non-Medical)

The FM Services Provider shall provide waste management services to the Common Property of DHCC

managed asset for all kinds of waste and arrange drop off at the appropriate waste receptacles at the campus.

Primary Activities:

Manage the collection and removal of general waste from the premises on a daily basis.

Manage the weekly collection and removal of medical/clinical waste from DHCC managed premises as per the collection frequency from the 3rd party medical waste transporter.

Medical Waste on weekly frequency.

Maintain a clean, hygienic and safe environment.

All waste containers are secured and kept tidy.

Dubai Municipality EPSS Technical Regulations are met.

Provide DHCC the opportunity to select “Green Environment” options.

Specific Requirements:

FM contractor is responsible to ensure that fit-out contractor is providing the trash bin and clearing thesite debris out of DHCC. If not, to be reported to security department.

Hazardous waste management methods (like chemicals, bio waste, radioactive waste, electronic, tube

lights etc.) should be in place such as considering the precautions that might be needed when using or producing hazardous or medical waste. FM Contractor should sub-contract this service and provide

proposals as a variable/ at actual.

Service provider should be registered with DM and comply with all contractual and statutoryrequirements.

Dubai Municipality only collects solid/ general waste from low-density residential areas. The transport ofsolid waste to the authorized Dubai Municipality disposal facilities from DHCC Managed buildings will be

arranged by the FM Services Provider through a private contractor in areas not serviced by DM.

Common Property Waste

The FM Services Provider to ensure the inspection and cleaning of common waste on a daily basis and

emptied as required.

The FM Services Provider shall collect and remove common property waste from the waste refuserooms. It is the responsibility of the tenants to transport waste from their particular building to the wasterefuse rooms and from this point it shall be collected and removed by the FM provider.

Hazardous and Chemical Waste

The nature of facilities management services means there may be generation of hazardous waste by the

Facilities Management Service Provider. This includes items such as but not limited to:

Cleaning chemicals

Dirty oils

Chiller Refrigerants

Residual pesticides

Toners / Printer cartridges

Paint tins / cans Electric Bulbs / tube lights

Medical Waste






As with the solid waste removal system, the FM Service Provider shall arrange for appropriate collection

and removal of hazardous and chemical waste. The FM provider will be responsible for the removal of

hazardous waste in accordance with DM regulations and guidelines.

Reactive and Emergency Waste Management

The FM Services Provider shall identify, plan for and mitigate instances where a reactive response to waste

occurrences is required. Examples include:

Chemical spills

Incorrect storage leading to potential fire situations

Through the FM provider’s Business Continuity Plan (BCP) and disaster recovery procedures, reactive

waste management response will be identified and procedures put in place.

Licenses

The FM Services Provider shall provide documentary evidence of his or his sub-contractor’s license as anauthorized carrier of waste wherever these services are provided






14. PEST CONTROL SERVICES

The Service provider is responsible for the provision of pest control services for the property’s common

areas and if required, the tenant areas. The Service provider shall provide all necessary tools, applicators,

device, equipment and supplies for the performance of its services.

Ensure that its agents, workers or employees, who apply pesticides in the Property, must be sufficiently

trained to carry out the pest control services correctly and safely;

Provide evidence of training of all Service providers‟ personnel, if required by the Client; provide the Client

with a statement of health and safety measures that will be undertaken by the Service provider in

performance of pest control service at the Property;

Provide the Client with “material safety data sheets” in respect all pesticides, which will be used.

General Requirements

The Service provider shall provide labor, resources, and support and shall complete all its obligations andresponsibilities in respect of this Contract to maintain the Property.

The Service provider will not use any method or substances, which may cause damage to any

surface or environment. Any damage or loss through negligence by the Service provider or Service

provider's staff shall be the sole responsibility of the Service provider.

The Service provider’s staffs are appropriately trained by the relevant authority and have full

understanding of all OHS issues.

The Service provider is to supply all the appropriate Personal Protective Equipment (PPE) to

Service provider’s staff.

All processes are to be used using suitable methods, equipment or substances in accordance with

manufacturer's recommendations.

All Material Safety Data Sheets (MSDS's) should be obtained for each substance that is used and

should be up to date and easy accessible.

All Method Statements (MS’s) must be available for inspection and should be up to date and

current.

All equipment shall be inspected by the service provider for mechanical and visual faults before

every use at DHCC sites / assets.

Environmental standards should be considered when using all materials. E.g. dispose of used

materials in the appropriate manner according to the MSDS.

Changes to the materials used from those submitted are to be notified to the nominated

representative of the Client and such materials will not be used without the prior written approval of

the Client which may be withheld in the absolute discretion of the Client.

The client has the right to take samples of any materials brought into the Property by the service

provider. Such samples maybe analyzed to determine if the material is appropriate for the purpose

and if it is being used in accordance with the manufacturer's recommendations.






All materials are to be stored and handled according to the appropriate standard including Personal

Protective Equipment (PPE).

Frequency of Service

The Service provider must ensure minimum twice/month services are done or as required & when

necessary to maintain a pest free environment.

Performance of Services

The Service provider shall perform the Services at the sites specified in this document;

With the care and diligence expected of a professional experienced in providing services of this

type;

In every respect to the reasonable satisfaction of the clients representative;

In conformity with all directions and requirements of the clients representative;

In compliance with all statutes, regulations, ordinances, industrial agreements, safety requirements,

security requirements, by-laws and requirements by authorities having jurisdiction affecting the

Services,;

Provide information to the Client as to the manner and timing of the performance of the Services, on

request;

Typical Pests

Table 1 outlines typical pests that the service provider is to ensure are eliminated and under control within

the premises of the Property.

Table 1: Typical Pests

Ants Clover Mites Grasshoppers Rats Spiders Beatles Cockroaches Mice Silverfish Termites Bees Crickets Millipedes Slugs Wasps Caterpillars Fleas Mosquitoes Snails Worms Centipedes Flies Moths Sow bug

Environmental, Health & Safety

The Service provider shall undertake to minimize the negative impact of the pest control services on

the environment.

The Service provider shall make every Endeavour to safeguard health and safety of people and pets

in the Property against any perils of using pesticides.

The Service provider shall make every endeavor to minimize using pesticides when carrying out

pest control services under this Contract.

To procure pest control services monthly for the following (Cockroaches, Ants, Flies and Breeding

Sites , Mosquitoes and Breading Sites , Stored Product Insects , Firebrats and Silverfish , Rats ,

Mice , Red Back Spiders, Scorpions and Snakes)






Regular site inspections are carried out with a full written report.

Provide advice and guidance on site infestation.

Rodent control external & internal

All the garbage chutes, grease traps, kitchen areas, pantries, toilets & DHCC offices to be provided

with pest control services.

All Dubai Municipality / CPQ policies, rules & regulations to be followed strictly. The same can be

provided upon request.

FM vendor to cover Pest Control for the common roads beyond DHCC buildings and

Developers buildings perimeters and to be priced within Infrastructure.

The Service provider shall provide the Client with a list of pesticides, which will be used in the

course of carrying out the pest control services. The list must clearly specify all pesticide data.

All pesticides that will be used by the Service provider in the Property must be stored in a

container(s) that is impervious to that pesticide and sufficiently strong to prevent leakage arising

from the ordinary risks of handling and transport. There must be a label on the container(s) setting

forth, clearly and distinctly the following particulars:

o The word “Poison”,

o The expression “Keep out of reach of children” and

o The registration number of the pesticide.

Hours of Work

The Service provider must ensure services are done post business hours in office complexes and in

the DHCC buildings during least usage hours by tenants.


Response time for infestation is 1 working day

Response time for emergency is 1 hour






15. HEALTH & SAFETY

The FM Services Provider shall provide services to ensure the maintenance of a safe and healthy

environment for all staff, tenants and visitors in accordance with recognized health and safety procedures as

per OHSAS 18001, ISO 14001, DHCC HSEMS guidelines and local laws pertaining to EH&S.

Service delivery shall include development of health and safety policies, carrying out risk assessments in

order to establish and uphold safe systems of work and minimize health and safety risk throughout DHCC

managed assets.

The Health and Safety Policy shall ensure the FM Services Provider:

Assesses the risks of injury or harm occurring in connection with its activities to staff, tenants and

visitors ;

Carries out action plans to control, eliminate, reduce or mitigate all risks;

Consults formally about health and safety with representatives of the Client;

Seeks advice from independent experts on health and safety;

Publishes a policy for the management of health and safety and review it periodically;

Promotes the awareness of health and safety;

Provides training to its staff and subcontractors staff as necessary on all health and safety matters;

Liaises effectively with the emergency services;

Uses a system for detecting, reporting and investigating incidents (including any event that has the potential to cause injury or harm, “a near miss”);

Encourages the reporting of concerns to the Helpdesk and by other routes; and

Reviews and revises risk assessments, action plans, and control measures in response to each

incident and each reported concern.

Provide health & Safety training and conduct annual emergency response drill for FM staff.

Participate in DHCC's Evacuation Drills and attend the rectification works as mentioned in the fire

drill report

Ensure comprehensive fire safety audits are conducted annually

Fire suppressant monitoring system (including fire extinguishers) will be maintained and tested as

per local legislation. Tested quarterly using a fire safety checklist.

Ensure all incidents and accidents are reported, investigated and recorded. Submit the CPA as and

when required for the incidents and monthly reports are prepared.

The first aid boxes to be maintained with the necessary medicines on regular basis.

The entire minor works to be carried as and when required by the EHS Committee Work place

inspection, as per daily report and the fire patrolling report given by DHCC security.






Team leader will be the member of EHS committee.

Third party inspections to be coordinated for lifts, cradle, pressure vessels, Medical Air Plant,

calibrations for CO2 sensors. Costs of these activities are not part of the FM vendor scope. Adhere

the DHCC PTW process as and when required

Submit all the Risk Assessment for all maintenance planned & unplanned activities

Shall provide HSE policies and standards as requested by DHCC

Shall comply with all applicable legal & other requirements and DHCC prescribed

Shall provide set of Risk assessments and Environmental impact assessments

Shall provide monthly report on following:

o Incident statistics in DHCC format

o

Waste generated & disposed

o HSE training provided to employees and sub-contractors

o HSE activities and achievements

Shall support and comply with DHCC internal and external audits

Annual medical examination of trades as prescribed by legal and other requirements

Deploy competent people as prescribed by Legal requirements and DHCC Management.

Health, Safety and Environment Plan

The FM Services Provider shall develop and implement a FM services Health, Safety and Environment Plan

to cover the process for undertaking risk assessments including health and safety issues of infrastructure and

buildings, processes for establishing safe systems of work, work permits, accident/incident and near-miss

reporting, together with training and mentoring of the FM Services Provider's employees and sub-

contractors for the Facilities Management Services.

The plan shall identify roles and responsibilities, accountabilities (including audit trails and levels of

competencies), training requirements, systems and processes for implementation of the Health and Safety

Plan (including recording performance, setting improvement targets and review) for all Facilities

Management Services required.

The FM Services Provider shall provide a detailed HSE plan and post client approval; the same shall be

executed within one month of start of services.

The FM Services Provider's Health and Safety Plan shall provide for the following without limitation:

a. Procedures, equipment, compliance with applicable building regulations, fire prevention

regulations, occupational health (including COSHH or an equivalent), safety codes and standards,

approved codes of practice and all applicable life safety codes generally accepted by Good Industry

Practice.

b.

Provide effective arrangements for site safety (including risk assessment and written policies and

procedures);






c. Prepare and execute a periodic HSE audit.

d. Maintain written standards, procedures, schedules and necessary records and documentation

including the HSE File;

e. Proposals for effective disaster recovery and business continuity plans in relation to Facilities

Management Services. The FM Services Provider’s plans shall include, without limitation, a

written method statement identifying actions to be taken by the FM Services Provider and others,

covering a range of emergencies, including loss of the main electrical supplies to the site and

the subsequent operation of the emergency generator and access procedures for emergency

vehicles.

f. Assistance to the Client to meet its HSE Policy requirements.


Additionally, the FM-SP must adhere to (but not limited to):

Element Requirements When

Policies The DHCC HSE policy must be discussed with all contractors’ employeesfor them to understand that they are responsible for their own safety andenvironmental matters. This must be done during the contractor’s in-house

training prior to the employee commencing work on site. Contractors mustkeep records of these discussions.

Before workcommences

Hazardidentificationand Risk &Impactassessment

All risk assessments must comply as a minimum to the requirements of arisk assessment process.

During execution ofcontract

Pre-emptive risk and environmental impact assessments must be conductedon all prospective FM activities and must be submitted with the tender

documentation as an attachment marked “Risk Management Plan –

Corporate HSE Plan and Risk Assessments”.

Submit with tender

All risk and Impact assessments will be checked for comprehensiveness bythe tender adjudicators during the tender process. Contractors must pre-empt all potential hazards, aspects and risks, impact associated with the

work when doing the pre-emptive assessments.

Tender Process

Contractors must carry out daily toolbox talks (continuous assessments) prior to the work activities starting.


Each employee must be trained in the risk and impact assessment of his/her particular job / area prior to him/her commencing with their tasks.Records of this training must be kept for auditing purposes.

Beforecommencement ofwork

The scope of the risk assessments must be based on the results of the

critical task analysis previously conducted.

Before

commencement ofwork

Out-of-scope and additional work to the original scope must be preceded bya pre-emptive assessment, which will be reviewed before work cancommence. Any changes in the work process, method, environment or people have to be associated with a pre-emptive risk and impact assessment

to identify any new hazard, aspect and controls as a result of the change.Submit to FM/HSE DEPT for review and approval.

Post tender process

Submit risk assessment for unplanned activity (non-routine) During execution ofcontract

All contractors must submit at the kick off meeting all operation riskassessment and training material if required for machinery supplied.

Kickoff meeting

The contractor will submit at the Kick off meeting a Comprehensive siteHSE Plan. Including Environmental Management Plan.

Kickoff meeting






Applicable Federal/Local UAE LawContractors must comply with the acts and regulations of The DubaiMunicipality Regulations.The HSE regulations of DHCC as well as all site directives onOccupational health and safety must be complied with.

The contractor shall appoint different persons according to each structureand work scope.


LegalRequirements

Annual medical examinations of trades as prescribed by legal and otherrequirements.


The project has as its objective the achievement of excellence in themanagement of health, safety and environmental issues on the site.


Objective Contractors must ensure that their employees are familiar with the objectiveto achieve HSE excellence and their personal responsibility towardsachieving this.


Contractors must ensure their employees are familiar with the monthlysafety objectives developed by the DHCC HSE.


The contractor shall appoint designated employees and competent persons

as required by DHCC (which include first aiders, Fire warden, cradleoperators, scaffold erector, MEWP operator, crane operator, riggers)

Before work

Commences, submittheir certificate fromthird party

Structure &Responsibilities

An organogram with potential candidates to be appointed must besubmitted with the tender documentation. The HSE responsibilities andauthorities of appointees must be communicated, agreed and documented.

Submit with tender &Kick-off meeting

HSE Responsibilities and authorities as documented must be communicated

to appointees to ensure the scope and interfaces between the variousfunctions are clear.

Before work

commences

The contractor remains responsible for all subcontractors and suppliers. TheHSE officer and site Manager/In charge will hold the principle contractorresponsible for any acts or omissions of acts that may create a hazardoussituation within the ranks of the subcontractors.


An organogram indicating all potential subcontractors of the main

contractor must be submitted with the tender documentation. Theorganogram must indicate:o The expected number of employees and level of the subcontractor;o The scope of work; andAny subcontractors

Submit with tender

o The contractor must appoint a suitably experienced HSE Officer. Theappointment of this candidate is subject to the approval of the DHCC

HSE Manager. To this end a CV of the potential candidate must besubmitted at the kick-off meeting. The purpose of the HSE officer is to

act as an advisor in occupational environmental, health and safetyrelated matters to the contractor.

Kick-off meeting

Training,Awareness &Competence

All contractors’ site management, supervisors (team leaders, charge handsand foremen) will be required to undergo a supervisory training session.The contractor must allow one day for this training, which will include the

general site induction.

On mobilization

The contract site manager will be required to submit a declaration that allhis employees have been trained and found to be competent in the specifictasks they have to perform.


All contractor employees must attend an HSE induction session presented by DHCC. No access to site will be granted without proof of this training.


All contractor employees must be trained in the risk assessments specific totheir activities. Copies of the training records must be available While HSEaudit.







All contractor crane / Cradle/ MEWP / Forklift operators will have a validindependent third party training competence certificate. No letter or internalcertificate will be accepted unless the crane/equipment supplier company isapproved by the Dubai Municipality as a training institute.


The contractor must conduct Site HSE induction sessions for all on arrival

before allowing them to site...The following minimum HSE Training is required before any work may

commence:

Supervisor competency training.

Workforce - (HSE Trainings as per company determined trainingmatrix);

Incident / Accident / Near-Miss methodology.

Risk assessment methodology

Competency Training by third party training providers (scaffolderector, Scaffold inspector, Fire warden, First Aider, rigger, cradle

operator, IRATA training of roper access team, operatorcompetency training for work equipment such as carne, MEWP and

forklifts, any other training requirement as per Riskassessment/DHCC HSE ).

During execution of

contract

CommunicationandConsultations

Contractor HSE officer shall attend weekly HSE coordinators meetingswith the HSE management.


Any reports, statistics, trends to be handed over to DHCC as per determinedfrequency shall be done on HSE DHCC format.


Contractor ensuring his supervisors are able to communicate to both hisworkers and DHCC in English by means of writing and verbalcommunication.


Interpreters will be used by contractors if and when necessary, suchInterpreters to be clearly identifiable.


The contractor will be required to do site HSE walks with the DHCC FMteam and HSE Manager on a frequent basis. During execution ofcontract

Contractors are required to do Toolbox Talks with their employees at leaston a weekly basis.


Contractors are required to establish site HSE Committees and meetfrequently.


Contractor shall conduct PRE START SAFETY REVIEW AND TALK ona daily basis with their workers, deviations found to be reported on a daily basis to the contractor HSE officer.


Team leader will be the member of DHCC HSE Committee. During execution of

contract

Daily Coordination meetings with the Facility Manager/ HSE Manager

shall be attended as required.

During execution of

contractOperational

Control

The contractor shall comply as a minimum with the HSE Procedures, Dubai

Municipality Regulations and the DHCC HSE Plan.

During execution of

contract

Any HSE site directives that may be issued by the HSEManager must be complied with.


The contractor shall apply work methods and procedures which are inaccordance with internationally accepted safe working practices. Work

methods must be submitted to the DHCC Construction/ Facility Managerand HSE Manager for approval and be modified if requested in as far as isreasonably practicable.


The contractor shall provide personal protective equipment (PPE) to all hisemployees as set out in this document. It remains the responsibility of the

contractor to ensure that all occupational HSE requirements are adhered to.







Contractors must provide proof of insurance for workmen.Principal contractors must ensure that their subcontractors have insurancefor their workmen.

At kick-off Meeting

Contractors working in operational areas must comply with the HSErequirements of operations. This does however not derogate contractors

from their responsibilities in terms of the DHCC occupational health, safetyand environmental MS and UAE regulations.


Adhere the DHCC PTW process as and when required. During execution ofcontract

Comply with DHCC internal and External audit findings During execution ofcontract

Contractor Tools and EquipmentAll Contractors Hand tools, power tool, appliance and mobile Equipment

must be suitable and adequate for the purpose, maintained in a safe workingcondition with maintenance log.The Contractor shall provide suitable storage, with suitable racks and binsfor storage.

The Contractor shall nominate or employ the services of a competentqualified Electrician to inspect and tag electrical power hand tools on a sixmonthly basis. The tag shall display name, signature of the individualinspecting the tool, date of inspection and shall be ticked to indicate the tool

is safe for use.Use industrial plug and socket outlet for indoor and outdoor activities.


EmergencyProperness

Initiate and Participate in DHCC’s Evacuation drill and attend therectification work as mentioned in the fire drill reportEnsure suppressant monitoring system (including fire extinguishers) will bemaintained and tested as per local legislation, Tested quarterly using a firesafety checklist.

Nominate Trained First Aiders and Fire wardens for each building.

Ensure comprehensive fire safety audits are conducted annually.Maintain First Aid boxes with the necessary medicines as per DM list onregular basis with each building.


Checking andCorrectiveAction

Compliance audits will be conducted on a monthly basis by the HSEDepartment on the HSE management plan of the contractor. Deviationsnoted will result in a nonconformance report (NCR) being raised.


Contractors shall conduct internal HSE audits and inspections on a monthly basis.


The audit pro-forma that the contractor intends to use for internal auditsmust be submitted with the tender documentation.

Submit with tender

Contractors shall conduct HSE inspections.

Contractors will be required to report HSE performance indicators, (leadingas well as lagging). During execution ofcontract

Waste generated and disposed details During execution ofcontract

The Contractor shall provide a weekly man-hour and monthly summaryreport on Occupational Health, Safety & Environment on the format as prescribed.


Third party inspections to be coordinated for lifts, Cradles, pressure vessels,Medical Air plant, Calibration of CO2 sensors.


Energy Savinginitiative

Provide monthly meter readings and report on causes of fluctuation.Identify the area of more power consumption which needs DHCC

rectification.

Advise area need to have any special attention to establish emergencymanagement programs.







Incidentreporting andInvestigation

Contractors will report all incidents/accidents &near misses within the shiftto DHCC HSE, on a pre-determined report.


In the event of a major accident or incident/ Service damage/Environmental impact, Contractors must provide a Flash Report.


Contractors shall for each lost time injury, restricted work case or major

incident which could have resulted in a classified injury conduct anaccident/incident investigation, which shall be facilitated by the contractorsite manager or his representative and attended by a DHCC HSErepresentative.

During execution of

contract

Contractors shall for each lost time injury case or major incident which

could have resulted in a classified injury conduct an accident/incidentinvestigation, which shall be facilitated by the contractor site manager or

his representative and attended by a DHCC HSE representative.

During execution of

contract

Accident investigations must be conducted in coordination with the DHCCHSE department. Accident investigation reports must not be submitted laterthat 3 days after the accident / incident occurred. The HSE Manager mayrequire that an additional investigation, facilitated by the HSE Manager (or

a member of his team) be held in addition to the Contractor’s investigation.In the event of a fatality or serious incident then a preliminary investigation

must be conducted within 24 hours after the incident occurred.


HSE Review Contractors are required meet frequently, review HSE implementations andmaintain a minutes


First Aid Consumables for own staff and subcontractor staff

The FM Services Provider shall ensure that first aid kits and eye wash facilities are provided as required in

the DHCC managed assets. They are to be maintained and checked on a regular basis and out of date and

used items are replaced before expiry. These first aid kits shall be provided to security guards and lifeguards

for all the buildings where these services are being provided.






16. SEMI COMPREHENSIVE MAINTENANCE OF FIRE DETECTION AND FIRE

PROTECTION SYSTEMS. (OTHER THAN CAPITAL REPLACEMENT)

(THRESHOLD 1000)

Fire Management Service:-

Fire protection and fighting systems are to be maintained as per the local laws and Civil Defense norms and

complying with all relevant legislation and applicable law.

As part of the overall risk management for DHCC managed assets, the FM Service Provider shall provide a

full fire management service at all times. The service provider shall include a fire management plan

covering the ongoing assessment of risk, management of risk, detection, prevention, training, operational

monitoring, recording and reviewing processes in relation to fire. The plan shall set out how such

requirements shall be implemented.

The plan shall cover but not be limited to:

Review and comply with the fire policy/standard of DCD.

Periodic inspection and testing of the Fire Protection equipment and system operation.

This would include tanks, pumps, valves, sprinklers, hose cabinets, controls, and all related

electrical works and accessories.

Fire evacuation drills;

Provision and maintenance of portable firefighting equipment (including fire blankets);

Training and instruction.

Dry Riser Inspection & Testing (to be carried out on a Quarterly basis and Wet Pressure testing to

be performed on annual basis as per BS 5306: Part 1 1976, or other prevailing applicable standards)

The fire management plan shall be subject to routine review and update. Fire prevention shall form a regular

agenda item on the health and safety meeting agenda. A monthly test schedule and reports of fires systems

shall be provided to the Client.

Training

The FM Services Provider shall provide fire training as appropriate for its staff and subcontractors.

(Especially the MEP & security staff on site). The training shall be commensurate with the requirements ofmaintaining a safe and fire risk free working environment for all.

As a minimum, the training shall cover:

The causes of fires;

The fire triangle;

The safe use of portable fire extinguishers and fire blankets; and

Fire evacuation procedures and drills.

Routine inspection processes to ensure fire systems are operational.

Training of MEP resources and security resources in operation of the fire system for emergencies.






Fire Protection Services

Includes but is not limited to the following systems and associated plant;

a. Fire detection and alarm systems b. Fire alarm system remote monitoring

c.

Fire hydrants, hoses & tools etcd. Fire hose reelse. Fire sprinkler distribution (where applicable), tanks and pumpsf. Fire extinguishers and blanketsg. Fire extinguishing and suppression systems

h. Fire doorsi. Fire signage

Comprehensive Firefighting & protection system scope of work

The scope of work is comprehensive and applicable as per the equipment & systems in the DHCC managed

assets.

Commissioning date of the equipment / building handover date to be considered for all equipment

maintenance for frequencies exceeding more than a year.

Fire Hydrant / Hose Reel Installation

Service frequency Maintenance tasks

Monthly inspection Check and report for any abnormal noise /vibration.

Inspect connection for any water leaks.

Inspect the conditions of the pressure gauges for proper function.

Inspect for any visible damage to the fire service installations. Report for any abnormalities.

Correct & repair any faults observed during above inspections.

Quarterly service Ensure that all hose reels gate valves are at “OPEN “position after

servicing.

Locks with chains should be provided to keep them in open position.

Remove any salt deposit from the pipe joints. Remove rust and apply

anti- corrosion paint to the pipe surface.

Check that all hydrants and hand wheels are operative, and lubricate thescrew threads if necessary.

Check all valves are in correct position and operative during test.

Check F.S. inlet by inserting adaptor to check that:1. Threads are in order.2. No leakage occurs.

Each length of hose shall be uncoiled, laid out straight and examinedwith particular care being taken to see that the washers in female

couplings are intact and in good condition and that the hose is not dampor attracted by mildew.

Visually inspect piping supports and connections.

Grease the exposed valve spindles to avoid rust development.

Inspect metal components for corrosion and if found necessary, wire

brush to clean metal and paint with an approved anti-corrosion paintsystem.

Grease the vibration isolators if necessary.

Repair & rectify any faults observed.






Submit report including recommendations for any improvement works.

AnnualService

Perform quarterly services.

Record discharge pressure rating at top-most hydrant with pressure

gauge and record with fire pump on (as per the designed parameters ofthe installed equipment) and check no water leaks at the fire hydrantscrew valves.

Check for proper operation of pressure reducing valve if installed.

Remove the grease of the vibration isolators and re-apply afterwards.

Clean the water strainer if installed.


Issue fire service certificate.

Service every two years Perform annually services.

Remove rust from the equipment casing and re-paint afterwards.

Wet Sprinkler System


Monthly inspection Check and report for any abnormal noise /vibration


Inspect the conditions of the pressure gauges for proper function.

Inspect for any visible damage to the fire service installations.

Report for any abnormalities.







Quarterly service Remove any salt deposit from the pipe joints. Remove rust and apply

anti- corrosion paint to the pipe surface.

Check that all sprinkler piping in pump rooms and on services floors arenot leaking and there is no visual mechanical damage.

Ensure that the main valves are in open position and secure with

padlock and chains. Check that the quantity of spare sprinkler heads is correct.

Check motor alarm by operating testing valves in sprinkler control

rooms.

Carry out functional test of supervisory equipment, i.e.electromechanical devices signal transmitters which provide immediatenotification of abnormal conditions, these include:

1. Flow of water through system.2. Drop in level of water in the gravity tank.3. Loss of power supplies to fire pump.4. Activation of fire pumps.5. Activation of jockey pump.

6.

Closing of isolating valves.7. Abnormal high and low level of water tanks.

8. Operate sprinkler pumps and starters manually by operating offlow switch.

9. Inspect sprinklers to make sure they are free of corrosion,obstructions to spray pattern, foreign materials, paint and physicaldamage.

10. All subsidiary control valves served individual floors should bechecked to make sure that they are functioning properly and arenot unintentionally closed.

11. All internal components of sprinkler control valve sets shall be

inspected and maintained including the following:1.

Isolate the water supplies and shut off all subsidiary controlvalves.

2. Disable the sprinkler pumps control system.3. Drain off the rising main through the drain valve.4. Check the freedom of movement of main clipper assembly

and clean as required.5. Grease and replace worn seals and gaskets.

6. Replace all valve glands and worn seat in small bore valvesas necessary.

7. Re-connect the water supplies and refill the rising main withair purge throughout the hydraulic system.

8.

Resume all subsidiary control in fully open position andenable sprinkler pump control system.9. All flow switches within premise should be tested by the

actual drain off through test valve or device reserved for this purpose.

10. Check all valves are in correct position and operative during

test.11. Check F.S. inlet by inserting adaptor to check that: -

1. Threads are in order.2. No leakage occurs.






AnnualService


Check for proper operation of pressure reducing valve if installed

Clean the water strainer if installed.

Submission of a written report on the condition of the plant incorporatingthe above observations.

Issue fire service certificate. Perform annually services.


Gas Extinguishing System (where installed)


Monthly

inspection Inspect the conditions of the pressure gauges for proper function.


Report for any abnormalities. Correct & repair any faults observed during above inspections.

Quarterly service All warning notices and operating instructions shall be checked to ensure thatthey are fixed in the proper position, and are in a readable condition.

All electrical components, including cables, detectors, relays, alarm panel and

bells, batteries, etc, shall be tested and examined.

All automatic/manual release mechanism shall be checked and confirmed in

services.

Ensure that all such mechanisms are properly lubricated and kept free fromcorrosion.

All time delay and lock-off devices shall be inspected and tested to ensure

that they are in correct working condition. The gas extinguishing panel shall be checked for proper function by

actuating detectors of two separate zones.

All smoke detectors within premise should be cleaned out of dust and tested by simulated signal.

Check all smoke detectors for damage or obstruction.

Check all smoke detectors for correct sensitivity settings by means of

manufacturer’s test set and for the operation by the simulated smoke tests.

Check all smoke detectors operate and give correct zonal alarms andindication on fire annunciation panel.

To check the piping and equipment are properly installed.

Open up the electrical panel and control panel, inspect for any blackening ofcontacts.

Inspect, clean, adjust and lubricate as necessary control equipment including

contacts, bearings and automatic valves.


Grease the exposed valve spindles to avoid rust development.

Inspect metal components for corrosion and if found necessary, wire brush toclean metal and paint with an approved anti-corrosion paint system.



Note: Cylinders containing extinguishing medium to be tested and certified as per the OEMrecommendations and / or the Civil Defense requirements whichever is earlier.






Fire Alarm and Control System

Servicefrequency

Maintenance tasks

Monthlyinspection




Quarterly

service Test the master fire alarm bell by activating one pull station.

Check that flashing lights and loudspeakers remain intact.

Check the lamp element of flashing light function properly.

Check zoning of audio advisory system.

Check the audio supervisory panel functions properly.

Activate one device on each initiating device circuit.

Activate notification appliance circuits and confirm proper operation of all audible

and visual alarms.

Test primary power supply for initiating and notification appliance circuits.

Check the emergency power supply of audio / visual advisory systems upon the

failure of normal power supply system.

Test the two-way communication system.

Check all fire alarm equipment to make sure it is not damaged orinoperative.

Illuminate lamps and LED‟s on fire panels.

Check water level of rechargeable batteries (if used).

Check the condition of battery is fully charged.

Check all fuses and D.C. batteries are in operating condition.

Check speakers, manual stations, and detectors for damage or obstruction.

Check pre-amplifiers, amplifiers, controls, and voice tape (if applicable) fornormal indication.

Test direct telephone line between alarm panel and Fire ServicesDepartment.

Check electrical main supply to control cabinet ensuring all line-supply and earth

are correctly connected at cabinet.

All electrical components, including cables, detectors, relays, alarm panel and bells, batteries, etc, shall be tested and examined.

All automatic/manual release mechanism shall be checked and confirmed in

services.

Ensure that all such mechanisms are properly lubricated and kept free from

corrosion. All time delay and lock-off devices shall be inspected and tested to ensure that

they are in correct working condition.

All smoke detectors within premise should be cleaned out of dust and tested by

simulated signal.

Check all smoke detectors for damage or obstruction.

Check all smoke detectors for correct sensitivity settings by means ofmanufacturer’s test set and for the operation by the simulated smoke tests.

Check all smoke detectors operate and give correct zonal alarms andindication on fire annunciation panel.

Inspect metal components for corrosion and if found necessary, wire brush to

clean metal and paint with an approved anti-corrosion paint system.








AnnualService


Test each manual station.

Activate extinguishing system alarm switches.

Activate supervisory signal initiating devices (e.g. water level, temperaturesensors, etc).

Test pneumatic line type heat detectors. Test each flame and smoke detector, Heat detectors

Check voltage of each rechargeable battery cell.

Test supervisory device circuits.

Test lamps and LED‟s.

Activate alarm notification appliances.

Test voice alarm system functions.

Test operation of speakers.

Verify that annunciators accurately report all alarm and trouble signals.

Confirm operation of all audible and visible alarm notification appliances.

Check fuses and verify ratings.

All ancillary functions of the system such as shutting off air-conditioningventilation plant, lowering fire shutters or curtains, etc shall be checked for proper operation.

Submission of a written report on the condition of the plant incorporating theabove observations.

Issue fire service certificate.

Service every

Twoyears

Perform annually services.


Fire Service Pump


Weekly inspection Check and report for any abnormal noise /vibration.


Open up the electrical panel and control panel, inspect for any blackening ofcontacts.

Inspect the conditions of the thermometers and pressure gauges for properfunction.

Inspect for the proper setting of the globe valve if installed.


Correct & repair any faults observed during above inspections.Quarterly service Test the duty and standby fire services pump.

Check for pump vibrations and pay attention to abnormal noise generated.

Track the motor starting current and report any abnormalities.

Note the running current and observe any abnormal changes to the figures.

Check electrical wiring and electrical components condition.

Check condition of starter contacts, report to be replaced.


Remove any salt deposit from the pipe joints. Remove rust and apply anti-

corrosion paint to the pipe surface.

Check and re-tighten any loose bolts and nuts in proper sequence.

Check condition of gland for excessive wear, report to replace if required. Check for normal operation of the check valve.






Adjust pump packing if installed to reduce water leakage.

Check the pump bearing, and oil or grease and clean if necessary.

Check for proper operation of the associated control and safety device, reset ifrequired.

Check for “automatic” indication of controller lights.

Clean the water strainer of fire services system if installed. Measure and record major operational parameters, including current, water in

& out pressure, etc.

Inspect pump casing, supporting framework, starter panel and control panelfor corrosion and if found necessary, wire brush to clean metal and paint withan approved anti-corrosion paint system.

Grease the vibration isolators if necessary.

When the fire services pump is stationary, operate the valves of the fire

services system to prevent accumulation of salt deposits onto the valve stems.

Inform the person responsible for the operation of the equipment of anychanges or adjustments.



Annual

Service Perform quarterly services.

Remove the grease of the vibration isolators and re-apply afterwards.

Check all wiring terminals for tightness and condition of electrical components

to ensure functioning properly.

Lubricate and clean pump and motor bearings.

Check alignment between motor and pump.

Check pump coupling for wear, report to be replaced.

Inspect mechanical seals for wear and leaks,

Inspect packing glands.

Verify packing gland drip to insure shaft cooling.

Inspect shaft sleeves for wear.

Inspect pump base for cracks, including concrete inertia block.

Operate water flow and alarm switches.

Conduct pump performance test under no load and full load conditions.

Check, disassemble and clean all cooling lines.

Use infra-red thermometer if available to check the motor bearingtemperature for excessive heat generation.

Use infra-red thermometer if available to check the electrical joints to ensure

good contacts.

Measure the insulation resistance of motors, wiring and associated electrical

equipment.

Submission of a written report on the condition of the plant incorporating theabove observations.

Remove rust from the pump casing, supporting framework, and starter and

control panels and re-paint afterwards






Emergency Generator

Servicefrequency

Maintenance tasks

Half Monthlyinspection

Check and report for any abnormal noise /vibration.

Inspect connection for any water leaks. Open up the electrical panel and control panel, inspect for any blackening of

contacts.

Inspect the conditions of the thermometers and pressure gauges for properfunction.



Quarterlyservice

General service

Inspect the entire installation for signs of damage or overheating. Immediatelymake good any damage, etc.

Replenish all spare parts and consumables used. Prime mover-Prior to carrying out

on-load test, visually inspect the followings:

Sign of lubrication oil leakage

Coolant level in radiator

Fan belt tension

Sign of leakage from the fuel supply system

Sign of corrosion on battery terminals

Restriction in exhaust air flow path

Sign of water leakage from radiator and hose connection

Restriction in ventilation air flow path

Check air cleaner restriction indicator. Replace the filter if necessary.

Start up the generator set and run on station load for not less than 30 minutes andcarry out the following actions:

Take records of all meter readings and the color of smoke while generator setis running.

Record for any abnormal noise and vibration during testing.

When the engine was shut down, carry out the following actions:

Perform visual checks on any leakage and tighten connections wherever

required.

Prepare and submit test reports.

Check the water level in the radiator and top up if necessary.

Check the lubricating level and top up if necessary. Alternator:

Visually check the power cable connections between generator sets &switchboard.

Take records of meter readings including start count, run hour, water temperature,oil pressure, voltage, frequency, etc.

Control systems:

Gauge the time during different stages of transfer to and from city mains andgenerator.

Observe the speed stability of the prime mover.

Observe the voltage stability of the alternator. Fuel tank and fuel transfer system:

Check for sign of leakage

Remove water content from the daily tank.

Top up the fuel tank if its capacity falls below 70% of the rated capacity.Associated switchgear

Check for sign of overheating Check for sign of damage






Exhaust flue:

-tighten any loose bolts and nuts in proper sequence.and record major operational parameters, including current, Inform the

person responsible for the operation of the equipment of any changes or adjustments.

faults observed.

Half YearlyService

-red thermo graphic inspection for the electrical joints, electricalconnections and other electrical installations as a result of badcontact.

Prime mover

ate lubricant to the joints. Fuel tank and fuel transfersystem

On load testing -apply afterwards.

Check all wiring terminals for tightness and condition of electrical components

to ensure functioning properly.-red thermometer if available to check the motor bearing

temperature for excessive heat generation.-red thermometer if available to check the electrical joints to ensure

good contacts.

equipment.

above observations.

Service everytwo years and starter and

control panels and re-paint afterwards.

content.






Portable Fire Extinguishers/ Sand Bucket/ Fire Blanket

Servicefrequency

Maintenance tasks

Monthlyinspection

abnormalities.observed during above inspections.

Quarterlyservice clean metal and paint with an approved anti-corrosion paint system.

Carry out visual examination to ensure that they are free from damage.

missed.

less than 10 Liters.

AnnualService

services.

above observations.

Service everyfiveyears

ble fire extinguishers which have not beentested for the last five years or to be replaced as required based on theyear of installation.

Fire Shutter

Servicefrequency

Maintenance tasks

Quarterly service report to be replaced.

clean metal and paint with an approved anti-corrosion paint system.

Annual

Service t on the condition of the plant incorporating theabove observations.

Service everyfive

years

-paint afterwards.






Fire Damper

Servicefrequency

Maintenance tasks

Annual

Service blades closing.

closing action shall be achieved solely by the weight of the damper blades.

-tighten any loose bolts and nuts in proper sequence.

-corrosion painting to the internal surface of the fire damper.

damper.Issue Ventilation Certificate in compliance with current Fire Service Regulations.

Exit Signs & Emergency lightings

Servicefrequency

Maintenance tasks

Monthlyinspection

any faults observed during above inspections.

Quarterly

service

exit signs are in their proper places.

metal and paint with an approved anti-corrosion paint system.

AnnualService ll be checked to ensure that the exit sign is up to the

statutory requirement.






Manual Fire Alarm Box


Monthlyinspection

inspections.

Annual

Service simulation device.

and indication on fire annunciation panel.Check all fixed fire services pumps operate upon the actuation of any

manual fire call points.

reset.

findings

Fire Services Tank


Monthly inspection

Quarterly service

float valve.

choking and proper functioning.-

corrosion paint to the pipe surface.sed valve spindles to avoid rust development.

complete isolation when the valve is being closed.

AnnualService

services.

-paint afterwards.

Dry Riser


QuarterlyService

Testing

Annual service






Fire Services Pipe work


Quarterly service

brush to clean metal and paint with an approved anti-corrosion paintsystem.

Service every five years-corrosion paint to the pipe surface.

-

corrosion paint system.






17. MECHANICAL, ELECTRICAL, PLUMBING

The Services will be provided in all areas of the Common Property including any tenanted & leased areas

and retail spaces that are the responsibility of the Client and shall include but not be limited to the

maintenance of:

a. Mechanical Systems

b. Electrical Systemsc. Building fabric

d. Fire Protection Systems. (FA/FPS)e. Audio/Visual and electronic Systems

f. Security systems maintenance including CCTV, access control.g. All other assets in DHCC managed assets i.e. mechanical, electrical, plumbing and general services

equipment on site.

General

The FM Services Provider shall keep the Maintained Assets in good and serviceable condition throughout

the term in accordance with laid down Standards of Maintenance and Repair and the Maintenance Plan.

Rectification materials and equipment used shall be equal or better in terms of quality to those replaced.

Maintenance Obligations

The FM Service Provider’s maintenance obligations shall comprise, without limitation:

a. Planned preventative maintenance of the Maintained Assets (Common areas) in accordance with the

FM Services Provider's PPM programme, which will be developed in accordance with maintenance

plans as outlined below;

b. Reactive maintenance including emergency maintenance and repair services, in accordance with

Section on reactive maintenance outlines below;

c. Repair, replacement and/or refurbishment of the Maintained Assets including capital/asset

replacement;

d. Repair, replacement and/or routine maintenance services for end of lease units;

e. Routine, periodic and visual inspection of the Maintained Assets;

f. Independent inspection and preparation of reports in accordance with any statutory requirements;

g. Provision and availability of information, records, drawings, logs, asset registers, reports, break

down reports and history sheets; annual load test certificate for cradle and elevators plus insurance

and statutory inspection certificates in a timely manner, on demand from the Client throughout the

term. Such records and reports shall identify or detail as a minimum the work done, faults,

problems, diagnosis, solutions, corrective actions, reasons why, actions taken and time lines

involved, providing a complete record of the asset history. Regulatory insurance inspections (e.g.

pressure vessels and lifting equipment) shall be undertaken by a recognized independent third party

inspector;

h. Utilization of a CAFM system to record all the Maintained Assets;

i.

Provision of a risk assessment programme on an ongoing basis;






j. All MEP assets like FAHU, AHU, FCU’s etc. must have service tags

k. Liaison with maintenance provision of the applicable utility services;

l. Responsible for the maintenance of any pipes, sewers, drains, mains, ducts, conduits, water

courses, cables, channels, boundary fences or other things which are common to DHCC managed

assets;

m. Taking all reasonable measures to prevent the blockage of sewers, pipes, drains, mains, ducts,

conduits, watercourses and channels. In the event of a blockage;

i. Occurring inside DHCC managed assets; or

ii. Outside DHCC managed assets as a result of any act or omission or failure

to act by the FM Services Provider, the FM Services Provider shall be

responsible for rectification and the alternative disposal of foul liquid

waste;

n. Provision of all resources, tools, equipment (including any computer equipment and software),

materials, spares, replacement parts and consumables, and oils and greases;

o. Walkabouts of DHCC managed assets, as requested by the Client, to establish and confirm the

continued availability and functionality of the Maintained Assets;

p. Security of access to all plant and equipment for authorized persons; and

q. The upkeep of the site.

r. All PPM check list of FAHU, AHU, FCU’s etc. must be aligned with OEM Service checklist like

York etc.

s. Summary sheet of PPM, SSM, and Third party reports mandatory on report submission.

In Brief:

Objective:

To ensure planned preventive maintenance (PPM) and timely reactive maintenance of Mechanical,Electrical and Plumbing (MEP) equipment and systems of the development/building are performed in such away to increase the overall life cycle period.

Primary Activities:

The basic activities for the maintenance of MEP equipments and systems are included but not limited to thefollowing items described under each section; Mechanical, Electrical and Plumbing:

MECHANICAL: The below listed system and equipment in the buildings (refer schedule of

buildings and asset register) and the respective activities shall be included in mechanical scope:Management systems shall, as a minimum, include a standardized and meaningful annual work plan,accurate facility condition assessment techniques.

• Air-conditioning & Ventilation Systems: Air Handling Units, Fresh Air Handling Units,Fan Coil Units, Closed Control Units, Extract/Exhaust/Supply/Fresh Air Fans, Car ParkVentilation, Smoke Fans, Smoke Curtains/Power Smoke Ventilators, , Duct Heaters,

Pressure Gauges/Thermometers, Fire/Smoke. Air Outlets, Valves & Strainers, Make-up AirFans, Staircase Pressurization Fans, Variable Air Volume Units (power supply to be






arranged for Shell & Core area while PPM is carried out for VAVs). all related controls,

Chilled water pumps, valves, accessories, chemical dosing units and all related controls.• Mechanized Systems: Rolling Shutters, Cradle,

• Supply skilled and experienced man power to operate and periodically monitor allmechanical equipment and systems to ensure smooth and uninterrupted day to day operation

of the facilities.•

Operation & Maintenance of the assets to be according to DHCC FM check sheets,hourly/daily schedules with seasonal adjustments to be arranged to ensure efficientutilization and saving energy.

• Analysis of daily/hourly records and temperature readings to resolve issues such as

differential temperature of district cooling.• Procure spares and consumables required for day to day operation and maintenance of

mechanical system and equipment.

• Carryout timely reactive, preventive and predictive maintenance activities.• Identify actions/requirements necessary to maximize asset value and life of assets and

implement.

ELECTRICAL: The FM provider to manage and perform electrical systems maintenance works in a cost

effective and efficient manner by using state-of-the-art maintenance management systems and RCMtechniques as part of Electrical scope:

• Management systems shall, as a minimum, include a standardized and meaningful annualwork plan, accurate facility condition assessment techniques.

• Operation & Maintenance of the assets to be according to check sheets, Periodic/dailyschedules with seasonal adjustments to ensure efficient utilization and saving energy.

• Management of electrical systems includes liaising with the appropriategovernmental authorities/ contractors/suppliers and end users.

• Continuously and proactively improve technical and managerial processes to minimize

life-cycle maintenance and repair costs

•

Check meter readings of electricity meters daily for DHCC offices & common areas.

The following building components shall be deemed to be included:

• LV Panels• Motor Control Center (MCC)

• VFDs• Main Distribution Boards (MDB)• Sub Main Distribution Boards (SMDB)

• Final Distribution Boards (DB)• Capacitor Banks

• Internal & External Lighting

•

Lift Monitoring• Emergency & Exit Lighting• Power outlets• Earthing Systems & Earth Pits

• Lightning Protection systems• Water feature lighting• Street lights & Feeder Pillars• Car Park lights

The frequency of individual system components has to be determined based of the manufacturerrecommendations and customer/site requirements.






PLUMBING: The below listed system and equipment in the buildings (refer schedule of buildings and

asset register) and the respective activities shall be included in plumbing scope:

• Equipment & Systems: Drainage (Waste, Soil, Rain Water) System, Hot/Cold Water SupplySystem, Filtration System, Sump Pumps, Domestic Water Transfer/Booster Pump Set,

Calorifier/Hot Water Circulation Pump, Water Hammer Arrester, Floors & Roofs drains,Catch basins, Irrigation System.

• Functionality checking of all Toilet accessories which includes flushes tanks, wash basinmixer taps, ablution sprays etc. as per PPM schedule.

• Supply skilled and experienced man power to operate and periodically monitor allmechanical equipment and systems to ensure smooth and uninterrupted day to day operationof the facilities

• Procure spares and consumables required for day to day operation and maintenance ofmechanical system and equipment.

• Carryout timely reactive, preventive and predictive maintenance activities.

• Identify actions/requirements necessary to maximize asset value and life of assets and

implement.• Maintain records of drawings, O&M Manuals, maintenance history and inventory of spares.

Specific MEP Requirements:

Planned Preventive Maintenance (PPM): FM service provider shall implement a comprehensive PPM program with best industry practice in accordance with manufacturer’s recommendations. The frequency ofsuch activities shall follow the schedule below:

• Number of preventive maintenance activities and the deviations shall be as per the SLA.• At the time of starting of the contract, the contractor shall furnish the below listed

deliverables for client’s approval:

Comprehensive PPM schedule for one year clearly indicating all the asset and thedate when the PPM activities are planned

Task sheet for each PPM activity Daily operation monitoring check list / log sheet for all major equipment

Reactive Maintenance: FM Provider shall be responsible to provide necessary supervision, skills, tools,

spares and all other related resources to attend to reactive maintenance and to meet emergency requirementswithin the response and rectification times stipulated in the SLA.

Corrective Maintenance: FM Provider shall record all the defects noted during the PPM cycle and shall beresponsible to rectify them within the rectification time stipulated in the SLA. All major defects where the

rectification works exceed AED 1000/- shall be reported to client’s representative along with diagnose

report explaining the cause of the defects prior to their rectification.

Predictive Maintenance: Based on their experiences, the FM services provider shall forecast possiblefuture breakdown or failures of MEP systems and equipment illustrated in below Table. In coordination with

client’s representative, preventive measures shall be established within two months from starting of thecontract. These measures shall include but not limited to:

• Carryout necessary replacements of spares before any anticipated failure due to wear andtear and the end of life period of the spares

• Identifying and procuring critical spares• Arranging special skills, tools and ensure the availability of them at the right time• Performing special tests (non-destructive tests only)






Maintenance Plan

(a) Overview

The Maintenance Plan shall provide a total maintenance management service and solution with

responsibility for all operating and maintenance programmes subject to client’s approval, the purpose of

which is to:

i. Maintain the life of the common property and building;

ii. Reduce the risk of disruption;

iii. Calibrate all equipment used to measure operational parameters affecting Safety of

personnel and / or Output quality of the service.

iv. Control maintenance costs; and

v. To allow the FM Services Provider to comply with the KPI’s set out in the specifications

(b) Maintenance Plan Submission

No later than six weeks after the start of the term, a final draft maintenance Plan shall be submitted to the

Client as part of the Facilities Management. The Client shall either:

i. notify the FM Services Provider that the Client has no objections to the final Maintenance

Plan, in which case the submitted Maintenance Plan shall be the approved „Maintenance

Plan‟; or

ii. notify the FM Services Provider of any comments or suggestions the Client has on the

final Maintenance Plan, in which case the FM Services Provider shall submit a further

final draft Maintenance Plan (which shall take into account the comments and/or

suggestions made by the Client relating to the final draft Maintenance Plan) to the Client

within 14 days of the notice from the Client.

(c) Components of the Maintenance Plan

The Maintenance Plan shall comprise but not be limited to the following:

i. A PPM programme for the Maintained Assets,

ii. Reactive maintenance, including an emergency maintenance and repair services plan;

iii.

A capital/asset replacement plan detailing the proposed capital/asset replacements at the

end of their useful life throughout the term, which shall reflect the use of buildings and

infrastructure. This plan shall be laid out in yearly increments;

iv. A FMR covering without limitation major mechanical and electrical assets, fabric assets,

fixtures, fittings, capital/asset replacement, furniture and equipment for the term.

v. operation of the BMS;

vi. A programme of inspection, testing, training and recovery drills;

vii.

A schedule for all inspections required under legislation (task and frequency);

viii. Details of the Service Providers proposed management and monitoring regime;






ix. Details of proposals to ensure access for replacement of assets is achievable,

including proposals for liaison with the Client for access to tenant areas and the

minimization of disruption.

(d) Updating of the Maintenance Plan

The Maintenance Plan shall be updated and issued to the Client as required to reflect the ongoing actions of

the FM Services Provider under this contract. Any adjustments to the Maintenance Plan which require a

postponement or cancellation of the FM Services Provider's maintenance obligations under this contract

shall only be made with prior written consent of the Client (such consent not to be unreasonably withheld).

At least one month’s notice is required prior to the postponement or cancellation of any PPM tasks. The FM

Services Provider may only bring forward any PPM tasks with the prior written consent of the Client (such

consent not to be unreasonably withheld) and shall give at least one month’s notice prior to the new date for

such PPM tasks.

(e) Maintenance Plan items

(i)

Planned Preventative Maintenance (PPM)

The FM Services Provider shall provide a comprehensive planned preventative maintenance service at such

times and in such a manner that the Maintained Assets meet the standard of maintenance and repair as

defined in detailed scope of work below and as per (Standards of Maintenance and Repair) and Good

Industry Practice and shall refer to the manufacturer’s guidelines. The PPM service shall seek to actively

reduce the risk of reactive repairs and maintenance work and aim to minimize disruption to the

operation/function of the site. This shall include a description of the approach to punctually identifying,

investigating and rectifying defects. Where appropriate, the FM Services Provider shall perform PPM

outside of Client Working Hours. The PPM service shall include, but not be limited to:

a.

Utility service connections and site infrastructure;

b. Internal and external fabric of DHCC managed assets so that it is properly and safely maintained

and remains functional, safe, operationally sound and of good appearance;

c. Mechanical and electrical services including air conditioning, hot and cold water system, electrical

and cabling systems, heating and ventilation systems and the alarm system, ensuring such systems

are properly and safely maintained and remain functional, safe and operational;

d. Specialist services so that they are properly and safely maintained to remain fully functional, safe,

and operational.

e.

PPM schedules for apartments and tenants premises(wherever applicable) in our properties to covermechanical, (for s only), electrical and air conditioning PPM services, ensuring such systems are

properly and safely maintained and remain functional, safe and operational. (Frequencies

for above works should be as defined in the frequency chart).

The FM Services Provider shall produce the PPM as a rolling schedule. A detailed PPM schedule for the

forthcoming 12-month period shall be submitted to the Client no later than 6 weeks prior to the start of the

term and each anniversary thereafter, and subject to review by the Client.

(ii) Reactive maintenance

The FM Services Provider shall provide a reactive maintenance process for diagnosis, instruction, variationand inspection including an emergency and repair services plan providing for, as a minimum, a priority-

based system that allows immediate attention to corrective maintenance actions critical to ongoing






operational capability, or required for security or safety, or in response to emergencies, and which complies

with the relevant KPI’s set out in the specifications and the definitions of reactive priorities of „Emergency‟,

„Urgent‟ and „Routine‟, „Rectification period‟ and„ Response time‟ as given below‟:

EMERGENCY work refers to „priority high‟ work, and is defined as „failures or wants of repair of the

installation which constitute a danger, health hazard, present a significant business risk, seriously affectoccupation, or DHCC managed assets occupants‟ operational effectiveness or endanger security, and other

emergencies such as fire, flood etc. Which impinge on the installation‟?

URGENT refers to „priority medium‟ work, and is defined as: „failures or „wants of repair‟ that affect

amenities and present a business risk, but do not seriously affect occupation, health or building occupants‟

operational effectiveness.

Response Time is defined as attending the occurrence and diagnosing the service response. (First point of

contact with the tenant to understand the problem and/or fix up appointment/ temporary fix / making safe in

case of major issues or emergency)

Rectification Period is defined as a permanent repair, which is a completely safe solution, or a temporaryrepair which is completely safe, followed by a permanent repair, which is planned /scheduled and executed

as per the defined priority timelines / timeframes.

The reactive maintenance process shall also provide for, in the event of mains failure, the continuation of

essential services, including but not limited to, life safety systems, security systems and critical systems.

All reported faults/repairs shall be recorded on the CAFM system, and the Maintenance Plan shall be

updated following such reactive maintenance.

(iii) Forward Maintenance Register (FMR)

The FMR shall be a condition-based plan of maintenance works and shall be developed from the

capital/asset replacement plan, the PPM programme and the reactive maintenance requirements for the

Maintained Assets. The FMR shall include, as a minimum:

a. PPM requirements and programme dates;

b. Revised works to the capital/asset replacement plan as a result of PPM requirements and reactive

maintenance works, with dates for duration of works.

The works undertaken as detailed in the FMR shall include all necessary testing, commissioning,

maintenance regimes and updating of records (including but not limited to drawings, operation and

maintenance manuals, asset data, inspection records and certificates).

(f) Warranty issues

The FM Services Provider shall be primarily responsible for managing any maintenance works under the

Contract, which are carried out by specialist technical sub-contractors procured by the FM Services Provider

or the client.

The FM Services Provider shall, in preparing and implementing the Maintenance Plan, ensure that the

original equipment manufacturers‟ warranty agreements are not infringed. The FM Services Provider shall

monitor all applicable warranties ensuring that all costs for any works undertaken under warranty are borne

by the supplier.






(g)

Notice of works

Notwithstanding the Maintenance Plan the FM Services Provider shall give the Client further written notice

not less than one month prior to the carrying out of any maintenance obligations that may affect the

operation and functionality of the DHCC managed assets.

(h)

Maintenance delivery team

Daily maintenance for MEP, building services, infrastructure, Civil &fabric maintenance and plumbing,

shall be carried out by the maintenance delivery team. The Client's request for this team shall:

i. provide first-line fault attendance for security and alarm systems and supervise sub-contractors as

required;

ii. as a minimum consist of tradesmen, (qualified to maintain ventilation and air conditioning systems,

& electrical installations plumbing systems), and general maintenance operatives; and

iii.

be available to attend preventive & reactive maintenance requirements at all times.

MEP, HVAC, Manpower Deployment and selection:

People/Staff/Personnel provided by the Service Provider for working/managing the services within the

scope of work should be in a good health and free from any infectious diseases.

Day & Night team must be equally capable of handling MEP issues.

The Service Provider shall deploy personnel only with the acceptable appearance /knowledge/

qualification / attributes at the premises of client failing which the Service Provider would be requiredto submit a written explanation detailing reasons.

The staff appointed on the premises by the Service Provider shall be changed only after discussions and

agreement with the client or requirements from time to time. All the Service Provider’s persons/staff should be meeting the skill and requirement of their trade as

specified from time to time by client in writing.

The personnel employed by the Service Provider at the premises shall conform to the minimum

specifications as detailed hereunder: -

Must be fully trained in the proper use of the required tools &equipment& their safe usage.

Must be certified as per applicable local laws and Dubai municipality guidelines.

Must perform duties in a professional and courteous manner.

Assistant technician

Minimum Qualification: Certificate holder in his respective trade as laid down by local law.

Minimum Experience: 2 year experience, has knowledge to carry out all basic MEP, HVAC or civil

works as per his respective trade

Presentable, polite

Expect that the he speaks either broken English//Hindi/Urdu






Technician

Minimum Qualification: Certificate holder in his respective trade and as laid down by local law.

Minimum Qualification: 3 years or experience as a minimum 01 years’ experience in Dubai/UAE

with knowledge to carry out his respective trades PPM's & resolve MEP, HVAC or civil works as

per his respective trade, Knowledge of special equipment/machine usage of his respective trade and

aware of safe practices

Presentable, polite

Must be able to communicate in English//Hindi/Urdu

Multi-technician

Minimum Qualification: Certificate holder in his respective trades and as laid down by local law.

Minimum Qualification: 4 years or experience as a minimum 01 years’ experience in

Dubai/UAE with knowledge to carry out his respective trades PPM's & resolve MEP, HVAC or

civil works as per his respective trade, Knowledge of special equipment/machine usage of his

respective trade and aware of safe practices; Is skilled in more than one technical trade

Presentable, polite

Good oral & written English

Team Leader

Minimum Qualification: Certificate holder in his respective trades and as laid down by local law.


with knowledge to carr y out his respective trades PPM’s & resolve MEP ,HVAC or civil works as

per his respective trade , Knowledge of special equipment/machine usage of his respective trade and

aware of safe practices; May be skilled in more than one technical trade but must have knowledge

of other technical trade other than his own

Presentable, polite , team handling & monitoring capability


Supervisor

Minimum Qualification: Diploma holder in his respective trades and as laid down by local law.


with knowledge to carr y out his respective trades PPM’s & resolve MEP ,HVAC or civil works as

per his respective trade , Knowledge of special equipment/machine usage of his respective trade and

aware of safe practices; May be skilled in more than one technical trade but must have knowledge

of other technical trade other than his own

Presentable, polite , with basic training capability, team handling, & monitoring capability







Mechanical and Plumbing Services


a. Air conditioning and Ventilation

b.

Cooling and refrigeration

c. Domestic hot, cold, mains and potable water including tanks.

d. Hot water systems in common areas and water heaters in apartments.

e. Supply and extract ventilation

f. Passenger and goods lifts

g. BMU's and high access equipment (cradles and gondolas)

h.

Pumps and pumping sets.

Electrical and Electronic Services

The Service provider shall carry out the maintenance and testing of the following:


a. General lighting luminaries, distribution systems and switchgear.

b. External lighting luminaries, distribution systems and switchgear.

c. Emergency lighting luminaries, distribution systems and switchgear.

d. Fixed electrical heating systems.

e. Lightning protection systems.

f. Low Current Systems, CCTV, sound system, etc.

g. Security Systems

h. Miscellaneous hardware alarms

i. Maintenance of all batteries

j. Full data base system

k. Review DVR, hard disk, including running programs to increase speed and efficiency

l. Check all communication systems, CCTV, Recording devices, e.g. DVR, DVD, etc.

Electronic and Control Systems

The FM Services Provider shall be familiar with the operation of all BMS, security control and emergency

power and lighting systems and take responsibility for ensuring they are functional at all times and will

automatically operate and take over the normal systems in the event of a mains power failure. In addition to

the maintenance requirements the Client may, at any time, require the FM Services Provider to demonstratethe operation by means of a simulated power failure.






The FM Services Provider shall be totally familiar with the operation of all life safety related systems and

the standard operating procedures that apply to them. The FM Services Provider shall be responsible for the

maintenance of all control cabinets. All control cabinets shall be inspected, tested and maintained on a

yearly basis. The FM Services Provider shall ensure that all control boxes are in good working and

serviceable conditions.

The maintenance works for the control cabinets generally includes but is not limited to the following:

(a) Tests for earth loop impedance and earth continuity test

(b) Check for loose cable terminations, MCB, fuses and other parts/accessories

(c) Check that door lock is functioning

(d) Ad-hoc replacement of blown / failed lamps as and when failure occurs

(e) Replacement of internal flexible cables as and when fault arises in the cables

(f) Reinstate jammed access door

(g) Replacing missing or faulty access door

(h) Replacing faulty / blown cut-out fuses

(i) Replacement or repair to faulty underground / overhead cables or control boxes

The FM Services Provider shall note that controls, including but not limited to parameters, set points and

times, shall not be adjusted outside the design criteria without the approval of the Client.

CCTV

Monthly Service

1 Closed Circuit

Security System,

(PC/ Micro Based

System)

Check security, integrity & physical damage of the cables & connectors

Perform diagnostic tasks & check computer operation

Check the condition of the cooling fans

Inspect & clean the filters

Check the operation of the mouse & clean if required

Verify the operating programs & functionality

Check the DVR for correct recording and quality of recording

Check and secure the recordings as back up

2 Camera & Housing:

verify the following Camera / lens focus and auto iris adjusted properly

Camera field of view is adjusted to customer’s requirements.

Check the cables & connectors for integrity & damage

Clean the unit, Camera lens is dust free. Interior of camera enclosure is

clean and dry. Check operation of pan tilt and zoom focus.

Check the lens for image clarity, angle & coverage






3 Visual Display

Unit Check the cables & connectors

Coaxial cable is transmitting an adequate video signal to control room.Signal should be free of distortion, tearing, hum-bars, EMI, and rolling,

etc.

Monitors are free from picture burn-in, and distortion. Monitors have

proper contrast and brightness. Clean the unit

Check the color & adjust as required

Check the visual display unit for focus, contrast, brightness & correctoperation

4

Communications /

Data Communications

Check the integrity of the data flow in both directions

Check the environmental conditions of all equipment are within the

prescribed limits

Visually check the operation of the central station units

Check the connectors for security, integrity & for damage

5 Software

Functions Check the integrity of the installed program for the control loops Check

the real time clock for accuracy throughout the system Review existinglogs of the data logging

Verify operation of the software interlocks

Check sequence & operation of cameras

Check manual overrides & effect on system & on system operation.

6 Fault Rectification Any fault identified to be corrected, parts to be replaced as required

BMS

Dai ly Inspection

Check the main workstation and main DDC's (Digital Direct Controllers) for any abnormities. Check the alarm console thru the main software and print out all alarm reports. Check for all supported devices and ensure they are in the right operating position such as actuators,

valves, damper s…etc, and note down all abnormal events and views. Check all DB auxiliary switches provided and make sure there is no tripping or redundancies.

Monthl y Service

1 Building

Management

System, CentralOperator System,

(PC/ Micro Based

System)

Check security, integrity & physical damage of the cables &connectors

Perform diagnostic tasks & check computer operation Check the condition of the cooling fans

Inspect & clean the filters

Check the operation of the mouse & clean if required

Verify the operating programs & functionality

2 Printer Check the cables & connectors for integrity & damage

Clean the unit

Check & adjust the paper feed transport system

3 Visual Display

Unit

Check the cables & connectors

Clean the unit

Check the color & adjust as required






4 Communications /

Data

Communications

Check the integrity of the data flow in both directions

Check the environmental conditions of all equipment are within

the prescribed limits

Visually check the operation of the central station units


5 Software

Functions

Check the integrity of the installed program for the control loops

Check the real time clock for accuracy throughout the system

Review existing logs of the data logging

Check alarm priorities, routings & reactions

Check the plant start-up sequence & make sure there is no failure

Check maximum demand/load shedding sequence & operation

Verify operation of the software interlocks

Check sequence & operation of control, outputs & the stability of

the plant

Review the operating parameters of the time switching accordingto

the clients‟ needs Check that plant alarms & software interlocks, with safety

implications are operating correctly

Review frequencies of the generated alarms

Check the generator loading program start up sequence whereapplicable

Check operation of the load cycling

Check manual overrides & effect on system & on system

operation.

6 Relays Check the voltage of all power supplies


Check the connectivity and input signals for all connected

equipments

7 System/Software

Upgrading

Any upgrading required to be mentioned in PPM report

And to be done under the client approval.

Minimum support of major components, like controllers panels,modules to be mentioned in the contract.

Any obsolete spare/parts to be justified with the detailed report ofthe manufacturer.






Electrical equipment [Common Area]

Main Switchboard/ Sub-main Switchboard /Distribution Boards

Servicefrequency

Maintenance tasks

Quarterlyservice

lighting of the switch room.-tighten any loose bolts and nuts in proper sequence.

ed periodic inspection certificate.

-voltage, over-voltage, three phase unbalance of current, etc. andrectify as appropriate.

required.

r correction equipment if installed.,

over current protection relays and earth fault protection relays.and/ or voltage.

and paint with an approved anti-corrosion paint system.

-red thermometer if available to check the exposed electrical joints to ensure goodcontacts.

-red thermometer to check the switchboard surface temperature for any signs ofoverheating or bad contacts.

Record major operational parameters, including current, voltage, power factor, meterreadings, room temperature and infra-red temperature measurement results, etc. Ensurethat the operating parameters correlate with the operating conditions.

ks.& rectify any faults observed.






AnnualService

Earthing-system.for all IDMT relays.

ust and rubbish inside the switchboard.

-bar joints for proper alignment and rectify if necessary.Check condition of bus-bars especially for discoloration deformation, adequacy of support

and damaged insulation.ation materials especially for damage, cracks, signs of blistering

and any defects.

functioning properly. breakers switches and relays.

-over contactors.

on contacts as needed.

for burning and cleanliness.

-red image cameras /detectors to check the electrical joints to ensure good contacts by opening up the switchboard panels. Submit report with infrared images.

HalfyearlyService

-carrying capacity and voltagedrop

switches,residual current devices, miniature circuit breakers, and protective conductors

ts

of distances where appropriate),i.e. protection by insulation of live parts, or protection by

barriers or enclosures,es for protection or switching in phase conductors only






COMPREHENSIVE MAINTENANCE OF ALL HVAC EQUIPMENTS

The scope of work is comprehensive and applicable as per the equipment & systems in the DHCC

managed assets.

Commissioning date of the equipment/building handover date is to be considered for all equipmentmaintenance for frequencies of services exceeding more than a year.

Chilled Water Pump

Servicefrequency

Maintenance tasks

QuarterlyService abnormalities.

onnections.


r leakage.

d major operational parameters, including current, chilled water in &out pressure, temperature, etc.

and if found necessary, wire brush to clean metal and paint with an approved anti-corrosion

paint system. required,

ely by the

building automation system if installed.

adjustments.

ed.






AnnualService

movement and complete isolation when the valve is being closed.re-apply afterwards.

functioning properly.

report to be replaced.

cks, including concrete inertia block.

-red thermometer if available to check the motor bearing temperature for

excessive heat generation.-red thermometer if available to check the electrical joints to ensure good

contacts.

aboveobservations.

Halfyears control panels

and re-paint afterwards.insulation for impeller.

Pre-treated Air Handling Unit/ Air Handling Unit

Servicefrequency

Maintenance tasks

MonthlyInspection

panel and control panel, inspect for any blackening of contacts.

ify.

installed.






QuarterlyService

and observe any abnormal changes to the figures.


-over of

condensate.

and flooding.the operation of volume control dampers and examine flexible connections.

examine the fans for correct alignment, lubricate the bearing as required.casing for discoloration or any indication that

overheating has taken place.

-out by simulating overheating of the heater bank.

e condition of insulation materials and rectify if necessary.

ociated control and safety device, reset if required.

out pressure, etc.upporting framework, starter panel and control panel for

corrosion and if found necessary, wire brush to clean metal and paint with an approvedanti-corrosion paint system.

the operation of the equipment of any changes oradjustments.

Annual

Service operate the isolation valves once to ensure freedom ofmovement and complete isolation when the valve is being closed.

-apply afterwards.rical components to ensure


the cooling coils from both sides.






HalfYearly

filters.

-red thermometer if available to check the motor bearing temperature forexcessive heat generation.

infra-red thermometer if available to check the electrical joints to ensure good

contacts. equipment.ng the above

observations.

Spilt Type A/C Unit

Servicefrequency

Maintenance tasks

Quarterly

Service


Inspect compressor and refrigeration system check seals and replace when necessary.Check pipelines for tightness, checks refrigerant oil level, refrigerant controls andsafety devices, bolts and screws, and add refrigerant, oil and grease where necessary.

Track the compressor starting current and report any abnormalities.

Note the running current and observe any abnormal changes to the figures. Check that routine operation of electrical apparatus is satisfactory. Check all set points of controls, time delays and safety devices for any

malfunction, reset incorrect parameters if necessary.Check and re-tighten any loose bolts and nuts in proper sequence. Inspect, clean, adjust and lubricate as necessary control equipment including contacts,

bearings and automatic valves.Check electrical wiring and electrical components condition. Check condition of starter contacts, report to be replaced. Visually inspect piping supports and connections. Grease the condenser and evaporator fan bearings and motor bearings.

Clean the fan and motor casing remove rust and repaint if necessary. General clean the surface of the condenser coils to remove debris. Inspect the condition of insulation materials and rectify if necessary.

Grease the vibration isolators if necessary. Grease the exposed valve spindles to avoid rust development. Clean all the nylon type or aluminum type air filters. Wipe clean the surface of the return air louver and supply air grilles/diffusers

Check and clean drain pan and condensate drain pipe to ensure no choking andflooding.

Test the operation of volume control dampers and examine flexible connections.Inspect for any condensate from the equipment and the refrigerant pipes nearby.Use alkaline based chemical solutions to jet clean the condenser coils. Inspect equipment casing, supporting framework, starter panel and control panel for


Inform the person responsible for the operation of the equipment of any changesor adjustments.

easure and record major operational parameters, including compressor current,refrigerant pressure, etc. Ensure that the operating parameters correlate with the operatingconditions.

Submit report including recommendations for any improvement works. Repair & rectify any faults observed.






AnnualService

Perform quarterly services.Inspect auxiliary equipment such as driving motor and valves etc. Check the accuracy of temperature sensors, thermostats, thermometers and pressure

gauges. Adjust or recommend to be replaced as appropriate.Remove the grease of the vibration isolators and re-apply afterwards. Use alkaline based chemical solutions to jet clean the cooling coils.Use infra-red thermometer if available to check the electrical joints to ensure good

contacts.Comb and align the fins of the condenser coils. Measure the insulation resistance of motors, wiring and associated electrical

equipment.Submission of a written report on the condition of the plant incorporating the above

observations.

Half years Remove rust from the compressor casing and equipment casing and re-paintafterwards.

Overhaul compressor and / or replace it if required provided it has exceeded warranty period.

Re-apply anti-corrosion coating for condenser coils if appropriate.

Ventilation Fan of All sizes

Servicefrequency

Maintenance tasks

Quarterly Service

Check and report for any abnormal noise /vibration. Track the motor starting current and report any abnormalities. Note the running current and observe any abnormal changes to the figures. Check that routine operation of electrical apparatus is satisfactory.Check all set points of controls, time delays and safety devices for any

malfunction, reset incorrect parameters if necessary.Check and re-tighten any loose bolts and nuts in proper sequence. Inspect, clean, adjust and lubricate as necessary control equipment including contacts,

bearings and automatic valves.Check condition of starter contacts, report to be replaced.Test the operation of volume control dampers and examine flexible connections.

Examine the fan blades, remove rust and repaint as necessary.Clean all the nylon type or aluminum type air filters.

the surface of the exhaust or supply air grilles/ diffusers. Check the fan belts if installed for proper tension, and replace if necessary, and

examine the fans for correct alignment, lubricate the bearing as required.Grease the vibration isolators if necessary. Inspect equipment casing, supporting framework, starter panel and control panel for


Measure and record major operational parameters, including motor starting current,running current, etc. Ensure that the operating parameters correlate with the operatingconditions.

Submit report including recommendations for any improvement works. Repair & rectify any faults observed.






Annual Service

Perform quarterly services. Remove the grease of the vibration isolators and re-apply afterwards. Use infra-red thermometer if available to check the electrical joints to ensure good

contacts.Check electrical wiring and electrical components condition. Measure the insulation resistance of motors, wiring and associated electrical

equipment.Submission of a written report on the condition of the plant incorporating the above

observations.

Serviceevery twoyears

Perform annually services. Remove rust from the equipment casing and re-paint afterwards.

Feed & Expansion Tank for Chilled Water and Fresh Condenser Water

Servicefrequency

Maintenance tasks

MonthlyIns ection

Check for visible signs of water leakage.

Quarterly Service

Perform monthly services. Check condition and proper operation of float valve. Check the water supply pipe, overflow pipe and drain pipe to ensure no choking

and proper functioning.Drain off water inside the tank, clean and de-scale the interior of the tank. Grease the exposed valve spindles to avoid rust development. Operate the isolation valves once to ensure freedom of movement and complete

isolation when the valve is being closed.Repair & rectify any faults observed.

Annual Service erform quarterly services. Remove rust from the tank casing and re- paintafterwards.






Fan Coil Unit

Servicefrequency

Maintenance tasks

Monthly

Inspection


Report for any abnormalities and rectify. Quarterly Service

Check and report for any abnormal noise /vibration. Clean all the nylon type or aluminum type air filters. Wipe clean the surface of the return air louver and supply air grilles/diffusers.

Clean the fan and motor casing, remove rust and repaint if necessary. Grease and clean fan and motor bearings. Inspect any water leaks from coils, report if found.

Check and clean drain pan and condensate drain pipe to ensure no choking andflooding.

Test the operation of volume control dampers if any and examine flexibleconnections.

Check outside surface of heater casing for discoloration or any indication that

overheating has taken place.Check operation of airflow sensing device by simulating loss of airflow. Check operation of over temperature cut-out by simulating overheating of the heater

bank.Inspect the condition of insulation materials and rectify if necessary. Inspect for any condensate from the equipment and the chilled water pipes nearby.Check for proper operation of the associated temperature and electric

control device, reset if required.

Measure and record major operational parameters, including supply and return airtemperature, chilled water in & out temperature etc.

Inspect equipment casing, supporting framework and control panel for corrosionand if found necessary, wire brush to clean metal and paint with an approved anti-

corrosion paint system.Submit report including recommendations for any improvement works. Repair & rectify any faults observed.

Annual Service

Perform quarterly services.Check all wiring terminals for tightness and condition of electrical components to ensure


Use alkaline based chemical solutions to jet clean the cooling coils from both sides.When the equipment is stationary, operate the isolation valves once to ensure freedom of

movement and complete isolation when the valve is being closed.Grease the exposed valve spindles to avoid rust development. Use infra-red thermometer to check the electrical joints to ensure good contacts.

Measurement of the insulation resistance of motors, wiring and associated electrical equipment.

Submission of a written report on the condition of the plant incorporating the aboveobservations.






PLUMBING & DRAINAGE

Sanitary Fittings for common areas

Servicefrequency

Maintenance tasks

Monthly Inspection

Check all sanitary fittings for leaks to water services, connections and dripping taps. Make sure that all fittings are in good working condition, replace damage fittings as

required.

Quarterly Service

Check waste water pipes for leaks and water flows. Clean and flush when required. Shower heads and discharge pipe work should be removed and sterilized in a chlorine

solution, thoroughly rinsed and re-assembled. Check the functionality of water heaters, repair/replace units as required Clean all urinals and traps and flush. Check cisterns operation and timing. Visually check WC flushing units. Check for pan leaks and working condition,

repair/replace flushing mechanism if required.

Sewage & Drainage

Servicefrequency

Maintenance tasks

Annual Service

Inspect the man holes, covers and sewage lines. Check the masonry works inside the manholes, repair if they are damaged.

Check all sewage lines and connecting lines, remove all dirt and debris from sewageline. Use high pressure water to clean and flush the sewage line.

Check, repair damaged manholes. Check manhole covers, paint the covers and frame with black enamel epoxy paint.

Mark the drains as per the as built drawings.Grease the manhole covers; clear the manholes of any impediments to open the cover.

Check and clean the drainage lines Gulley traps Flush the entire sewage system


Potable Water Pipe work /Drain Pipe work (Fresh Water)/ Vent Pipe/Rainwater Pipe/Soil pipe

Servicefrequency

Maintenance tasks

Semi-

annual

Inspect for any water leakage.

Inspect support framework. Service Check GI pipes for corrosion and if found necessary, wire brush to clean metal and paint

with an approved anti-corrosion paint system.

Check Copper pipes for insulation and repair if found worn out or damaged.

Repair & rectify any faults observed






Potable Water Tank (Fresh Water)

Servicefrequency

Maintenance tasks

Monthly Inspection

heck for visible signs of water leakage. Check installation generally for leaks, loose brackets or any abnormalities

Quarterly Service

Perform monthly services. Check condition and proper operation of float valve.

Check the water tanks supply pipe, overflow pipe and drain pipe to ensure nochoking and proper functioning.Grease the exposed valve spindles to avoid rust development. Operate the isolation valves once to ensure freedom of movement and completeisolation when the valve is being closed.Check air vent and overflow pipe for clogging,

the water level controller and alarm device (if any), confirm smooth operationof such devices at all times.Repair & rectify any faults observed.

Annual Service

Perform quarterly services.-paint afterwards. Paint internally, as

required, with approved nontoxic paint-scale the interior of the tank.

rcement parts for missing or loose bolts, tightens any loose bolt or fit a new bolt as required. Since over tightening may cause water leak, makesure to tighten the bolt as per required pressure.

M uidelines

Potable Water Pumps and Pump sets

Service

frequency

Maintenance tasks

MonthlyInspection

up the electrical panel and control panel, inspect all wiring and terminals for any blackening of contacts.

valves.

QuarterlyService

abnormal changes to the figures.-tighten any loose bolts and nuts in proper sequence.

ump bearing, and oil or grease.

nt, water in & out pressure, etc.







vibration isolators if necessary.

AnnualService once to ensure freedom

of movement and complete isolation when the valve is being closed.

-red thermometer if available to check the motor bearing temperature forexcessive heat generation.

-red thermometer if available to check the electrical joints to ensure goodcontacts.

equipment.written report on the condition of the plant incorporating the above

observations.

Once everyTwo years

panels and re-paint afterwards.Overhaul the potable water pump.

Scope of Planned Preventive Maintenance (PPM) & Reactive Maintenance (RM)

Asset Summary PPM Frequency Reactive Maintenance

Inclusions

HVAC

M Q H A Adj BR ER SR

Air HandlingUnits(AHU)

Overhauling, Spares &Motor Rewinding <

AED 1000/- Fresh Air Handling

Units (FAHU) As above

Fan Coil Units (FCU) As above

Direct Expansion A/C

Units (DX) As above






Chilled Water Pumpschilled water &

chemical dosing

systems including allsystem equipment andplant in (secondary

side of DC system)

As above

Extract/Exhaust/Supply

/Fresh Air Fans As above

Variable air volumeunits

As above

CCU As above

Jet fans/Smoke Fans,Smoke Curtains/PowerSmoke Ventilators

As above

Fire/Smoke & Non

Return Dampers, AirOutlets, Valves &Strainers, SoundAttenuators/ StaircasePressurization Fans

As above

A/C Controls, Pressure

Gauges/ThermometersValves & Accessories

Overhauling &Replacement </-

Electrical

LV Panels As above

Feeder Pillars As above

MDBs Thermograph, Retrofit,ACB testing & servicing

(once in a year)

SMDBs Thermograph & ELCB

testing

Final DBs & MCCs Thermograph & ELCB

testing

Capacitor Banks

Auto Transfer Switch

Emergency Lighting

System Replacement of batteries

<

Earth pit maintenanceLightning Protectionsystems

Measuring earth resistancesystem & earth continuity

VFD & VSD Panels Overhauling &

Replacement </- Control Panels & Lift

Monitoring Panels As above

Emergency & Exit

Lighting As above

Water feature lighting

As above






Internal & External

Lighting/Dimming

System (spares & bulbs& Signage Lighting).

As aboveLighting Control Panel tobe specialized system

Plumbing

Domestic Water Pump Overhauling & Motor

rewinding </-

Online booster pumps As above

Water Heaters As above

Irrigation Pumps As above

Sump Pumps As above & check levelindication switch

Toilet Accessories WC Flush/Mixer Taps etc.

PPM Frequency Reactive Maintenance

M - Monthly Adj - Adjustment of Operating parameters & Peripherals

Q - Quarterly BR - Breakdown Repairs

H - Half Yearly ER - Emergency Repairs

A - Annually SR - Spares Replacement

Material Supply:

FM Provider to produce all kinds of consumables and fast moving spares with unit value less thanAED 1000/- as part of scope (except Specialized Systems if DHCC signs annual maintenance

agreements with the vendors directly or if those contracts are already comprehensive)

All Spares (unit price) above AED 1000/- must be reported to DHCC in advance to enable DHCC

carry out the procurement process.

Utilities & Sewage: The FM provider shall manage and administer electricity, water, district cooling and

effluent services on behalf of DHCC. The following activities shall be included:

Operate and maintain non-DEWA Electrical infrastructure.

Meet all legal requirements for general maintenance and testing of these systems. Maintain records and drawings of utility plant & building services. Especially the DEWA & DCD

approved drawings, Load schedules etc.

Operate emergency back-up generators in the case of power failures

Co-ordinate with DEWA to develop an effective response mechanism in the event of service

interruptions.

Assist DHCC to certify the monthly DEWA & Empower bills

Keep the record of all monthly consumption bills for ready reference






PLANNED PREVENTIVE MAINTENANCE (PPM)

Is the Systematic Preventive maintenance or planned preventive maintenance of the technical facilities

includes rectifying any faults found during inspections and/or following the maintenance programme and in

particular:

Inspection, addition of, or replacement of heat exchange lubricants, chemical products, greasing and

tightening up loose parts, holding down bolts and repair any leaks from machineries body.

Regular inspection on the infrastructure network such as internal water and drainage pipe

work.

Replacement of defective objects.

Adapting the settings recommended by the manufacturers.

Removing lime scale from heat exchangers.

Disassembly and re-assembly of the equipment to be maintained.

Regular dust removal from electrical panels, tightening of connections, replacement

of protective devices where necessary.

Maintaining acoustic and thermal insulation in a protective state against corrosion.

Checking, tightening and fastenings.

Re-lamping (bulbs to be provided by SP).

The Main Contractor must ensure Systematic Preventive Maintenance of the technical facilities andas a minimum all the operations. Main Contractor shall also take the initiative on maintenance

measures for equipment which is not listed or for which the established programme manifestly

does not ensure smooth operations.

UNPLANNED & CORRECTIVE MAINTENANCE

The purpose of Corrective Maintenance is to remedy any situation lead to disruptions and failures of

facilities requiring maintenance. It includes:

Bringing technical facilities into compliance following irregularities noted by the body in charge

of the regulatory inspections, if these irregularities can be attributed to the Main Contractor.

The hours of work and the materials to detect the cause of the disruption or failure.

The breakdown Repairs for facilities and restoring operation to the required level.

In the event of a breakdown lasting more than 24 hours and if it's proven that breakdown occurs due

to maintenance negligence the Contractor shall take all necessary steps, at its own expense and under

its own responsibility, to fulfil the results-based obligations and maintain the redundancy level of

strategic equipment, e.g. mobile refrigerating unit, with pumps and electricity generator etc,

otherwise if it's normal DEW A shutdown or breakdown under force majeure then the Client will

supply emergency equipment.






Drawing up a diagnostic review of major and/or frequent breakdowns

Except in the event of "force majeure" or prior approval by Client, urgent repair work shall be

continued without interruption and without taking account of working days and hours. Repair work

must be carried out by skilled staff within the time periods.

CONSUMABLES & SP ARB PARTS < THRESHOLD AED 1000

All MEP parts less than 500 Dhs as actual price and needed to keep the equipment in good

running condition excluding pre and bag filters, bulbs but including major overhaul of machineries

(motors DHCC to 5 kW), is the direct responsibility of the Main Contractor. The Main Contractor

will supply at its cost all the materials and spare parts necessary for the correct operation as listed

below; on the other hand the Main Contractor must ensure that the corrective and preventive

maintenance is being conducted as per contract terms without having any excuses of spare parts

availability.

All small motors such as FCU motors that have purchased price below 500 Dhs. Shall form part of

Main Contractors’ Scope.

In addition to the above the Main Contractor is obliged to indicate to DHCC the quantities and

specification of spare part that had been replaced for past thirty (30) days.

MAJOR SPARE PARTS> THRESHOLD AED 1000

All MEP consumable parts above the designated threshold needed to keep the equipment in good

running condition including filters, bulbs & major overhaul of machineries (motors above 5

kW), is the direct responsibility of the DHCC & will be purchased by DHCC Facilities through

its purchase department and delivered to site. In case that DHCC request the Main Contractor to

quote, then the Main Contractor will charge the client actual price plus overhead 12% and profit10% supported by cost documentation.

PART REPLACEMENT

The Main Contractor shall be responsible to replace the defected part if the mechanical or

electronic function failed to operate the machine as per 0 & M manual performance criteria, where

DHCC will approve the Main Contractor proposal or seek for better price but the cost of replacing the

spare part as labor will be done free of charge (FOC) by the Main Contractor excluding major spare

parts threshold.

TOOLS & PART COVERAGE

All tools required by technician for routine and corrective maintenance of MEP, Cleaning AND

Civil Works will be provided by Main Contractor such as: voltmeter, tool box, thermometer,

hygrometer, potable water test kit, cleaning materials, plastic sheets, paint brush, rollers, putty,

thinner, nuts and bolts, silicon, insulation tape etc ...

Exclusions: Data loggers for temperature recording, water treatment chemical only for chilled

water treatment.

BREAKDOWN REPAIRS

The Main Contractor must be available for breakdown repairs 24 hours a day and 365 days a year.

The Main Contractor shall answer any calls received at its dispatching center, from the DHCC’s

helpdesk, from DHCC itself, or person/s authorized by DHCC.






Work must be carried out within the time periods "Priorities, level of escalation & Troubleshooting".

Breakdown repairs must be completed within the time periods. The Main Contractor shall in

any event ensure that facilities can function, if necessary in Fallback Mode, to provide the building

occupants with the best possible conditions of comfort.

Whenever an intervention is carried out, the Main Contractor must complete a report or brief

form explaining the reasons for the problem, the diagnosis made and the steps taken or that need

to be taken. This report or form must always be sent to DHCC and must be processed.

ENERGY MANAGEMENT & TECHNICAL EXPERTISE

The Main Contractor is responsible for physical reading of all the meters related to electricity,

water, chilled water & irrigation. The Client will organize an annual ‘Energy Management' meeting

in the first quarter of the year, presenting a report including the following points:

Statement of energy consumption.

Analysis of development of energy consumption.

Evolution of energy indices - unit prices.

Suggestions and advice.

The Main Contractor shall draft the written minutes of the meetings and the validated reports

and send these to DHCC within five working days of the relevant meeting.

The Main Contractor shall also include in the respective report the action taken in responseto the inspection reports issued by DHCC or its designated Third Party, providing a summary

note with the core information for each action. DHCC may change the format of the reports according

to its needs.

Diesel Generator Scope of Work

The Lead Service Provider guarantees for DHCC that the main emergency Diesel driven machine for

DHCC Areas been serviced up to the highest standards as per O&M manual or manufacturer's

Recommendations. The Main Contractor undertakes to provide DHCC with service regime as described

and detailed below:

1.

This contract will include a registered and evaluated preventive routine that ensure for Client

that the machine is stand-by ready to go on load to feed the emergency panel in case Main

power failure.

2. Planned preventive maintenance visits: one (1) major & one (1) minor per year to carry

out routine maintenance works including the repair of any defect detected during the visit.






Service level:

MAJOR MINOR

All activities of Minor plus:

Change Air, Fuel oil filter (all stages)

Checking for leaks

Dismantle self-cleaning Fuel filter and wash Check condition of belts

Replace necessary belts Check condition of gauges

Lubricate Fan Bearings Check level of oil

Clean crankcase breather Take sample of oil for analysis

Drain and refill crankcase

Vacuum and cleaning Generators winding & voltageregulators

Check battery charger

Check electrolyte level

Check control panel

Lubricate fuel rack/ Linkage

- Run the Generator from Local control and or remote for 15 minutes, monitor all parameters and

log all the figures on the service report once every six (3) months.

- On Run: Check vibration, Rotation, T/C, identify smoke color, check governor oil and replace if

necessary.

- Test alarms and trips (essential two (2) times a year).

Health Check & Certificate:

1. The Contractor will be responsible to issue a yearly fitness certificate for the emergency

generators stating that the system is working satisfactory as per Manufacturer's set

parameters and there is no major defect from mechanical or electrical side.

2. Frequency of checks :

2.1

One (1) Maj or & One (1) Minor per annum.

- Contractor should maintain minimum diesel stock at all the sites.

Emergency Li ghting Scope of Work

The Emergency lighting system shall be maintained and serviced up to the highest standards as per

NFPA standards or any other standard approved by Dubai Civil Defense complying ministerial law

154/91, Client building which will be covered by this contract and scope are listed below:

1. Schedule of work:

a.

On all Visits Quarterly - The Contractor shall inspect panel and all operatingmodules, meet the Client representative, listen to the recent performance and






user's comments, obtain signature from authorized contact person acknowledging

visit. Display Emergency lighting under Service notices.

b. The Contractor should be able to give full report on quarterly basis of all activities

related to the precise examination of: Main panel, lights etc.

2.

Breakdown calls: Any major/minor breakdown related to the Emergency lighting

system should be attended within minimum time delay of 1 to 2 hours. The breakdown could

be reported to the supplier via telephone call or work order request.

3. Parts Coverage: All minor spare parts such as fused bulbs, diodes, thermistor & panel

reprogramming deemed by the Contractor to be essential for the safe and corrective running

of the equipment will be the responsibility of the Contractor. We accept list of consumables

from Contractor which will be amended as part of the scope.

4. Major Spare parts: The main electronic devices such as main panel are excluded from this

contract in case of replacement; Contractor is liable to replace all parts without any delay

or any effect to the everyday operations of the said site. This exercise will be carried out in theform of quotation, which will be forwarded to Client within specified time and at a reasonable

cost. Client reserves the right to check the price in the market and if found competitive will ask

the Contractor to buy the same.

5. Part Replacement: The Contractor shall be responsible to replace any defected part if the

mechanical or electronic function failed to operate the machine as per 0 & M performance

criteria.

6. Corrective Measures: Twenty Four (24) hours call service will be provided by Contractor at

no extra charge. All callout should be addressed to Service Controller.

7. Special Provisions and limitations: to be maintained as per the OM recommendations and

slandered.






18. COMPREHENSIVE MAINTENANCE OF VERTICAL TRANSPORTATION

(ELEVATORS /TRAVELLATORS)

The scope of work is comprehensive and applicable as per the equipment & systems in the DHCCBuildings.

Commissioning date of the equipment to be considered for all equipment maintenance frequency exceedingmore than a year/ date of last certification.

Passenger, Goods and Service Lifts

Servicefrequency

Maintenance tasks

MonthlyService


Check for visible damage on the lift car, fireman switch; lift machine room doors and

landing doors.

Check for correct leveling.

Check that the lift machine rooms are securely locked. Check for proper functioning of indicating lamps and push buttons.

Check for proper functioning of the ventilation fan and lights within the lift car.

Check for abnormal jerking and unsteady motion.

Inspect and lubricate bearings of drums, sheaves and pulleys.

Inspect motor/ generator/exciter commutators and slip-rings operating under workingconditions and stationary mode. Lubricate bearings.

Inspect for adequate ventilation of the lift car and lift machine room.

Open up the electrical panel and control panel, inspect for any blackening of contacts.

Clean, inspect and adjust controller contacts, interlocks and dashpots. Lubricate.

Observe and adjust operation sequence and timing of contactors.

Clean floor selector, check action and adjust. Lubricate drive gear. Top up counterweight guide shoes lubricators.

Clean guides and lubricate where applicable.

Check limit switches, direction switches and their operating devices.

Ensure rollers and spindles are free to rotate. Lubricate.

Inspect car exterior and clean top. Top up car guide shoe lubricators. Inspecttensioning devices for correct adjustment.

Clean and inspect door operating gear and check for oil leaks. Lubricate.

Check door locks for safe operation. Ensure rollers and spindles are free to rotate.

Lubricate.

(A lift should not operate with a car or landing door open, and that a landing door is

locked except when a car is standing at that door.) Check that car and landing doors operate freely and bottom tracks are clear.

Ride in car, observe and record irregularities in starting, stopping and general

running.

Check for correct operation: Car controls, car door switches, door re-opening device,emergency stop, alarm bell and intercom system.

Inspect condition of car interior and floor covering.

Test operation of landing buttons, indicators, and fireman switch if provided.

Measure and record major operational parameters, including running current,acceleration time, door opening time, etc.

Ensure that the operating parameters correlate with the operating conditions.

Inspect lift machine gearing and bearings and lubricate as required. Ensure keys andfixing bolts are secure.

Inspect brake coupling and linings for wear.






See that keys and fixing bolts are secure.

Check that brake release gear and hand winding wheel are readily available.

Check drums, sheaves and pulleys for visible cracks, ensure keys and fixing bolts aresecure.

Inspect bearings and sheave grooves.

1.

Wear on rope grooves of sheaves shall not be such as to cause rope slip.2. All grooves must be equal. Sheave grooves can usually be re-cut once to

satisfy the above conditions.)

Check condition of wire ropes. Ensure suspension ropes are evenly tensioned.

Inspect over-speed governor for wear. Ensure keys and fixing bolts are secure.

Extract dust from interiors of motors and generators. Inspect bearings,

Ensure fixing bolts are secure.

Inspect floor selector bearings. Check connections and flexes. Inspect driving rope,tape or chain for wear and correct tension.

Inspect and operate by hand slack rope switch safety gear switch broken tape or ropeswitch and over-speed governor switch.

Inspect guides for wear and ensure fixings are secure. Check counterweight clearances for rope stretch.

Inspect rope equalizer.

Ensure main tie bolts are secure.

Inspect guide shoes for wear and float‟.

Ensure filler weights are properly positioned and secure.

Check safety gear for guide clearance and free movement.

Open, clean and inspect limit switches, direction switches.

Inspect fixed ramps and inductor plates.

Ensure spring buffers are secure. Clean oil buffers and top up.

Check for oil leaks.

Inspect conditions of landing and car sill nosing’s and checks car clearance. Inspect lock beaks, door rollers and spindles for wear. Inspect door inter- connecting

wires or chains for wear and correct tension.

Ensure car frame bolts are secure. Check guide shoes for minimum „float‟.

Ensure car body is secure in frame.

Check safety gear for guide clearance and free movement.

Check tension of safety rope.

Inspect door operating mechanism for wear and ensure driving sprockets, keys andfixing bolts are secure.

Ensure that the „pick up‟ between car and landing doors is correctly aligned.

Open, clean and inspect car controls, floor switches, door switches.

Check action of emergency opening and movable floor.

Inspect car lighting.

Inspect travelling cables and their anchorages.

Open, clean and inspect landing button boxes and ensure that they and any indicator boxes are securely fixed.

Check electrical wiring and electrical components condition.

Check condition of starter contacts, report to be replaced.

Inspect metal components for corrosion and if found necessary, wire brush to cleanmetal and paint with an approved anti-corrosion paint system.

Systematically examine, clean, lubricate and adjust the following:

Hoist way door interlocks, hoist way door hangers, bottom door guides, and

auxiliary door closing devices.

Automatic power operated door operators, including door drive chains, sheaves, belts, car door hangers, car door contacts, door protective devices, load weighing






equipment, car frames, car safety mechanisms, platforms and elevator car rollerguides.

Alarm bells, emergency stop switches, emergency car lights and batteries.

Car and corridor operating stations, car fan, car and corridor signals, and fixtures,

including lights, dials or read-out indicators.

Inspect car tops, pits and hoist ways for dirt, oil, lint, debris, and storeditems.

Clean as needed

Carry out electrical load test on emergency lighting, batteries and battery charger for period of 1 hour.

Simulate emergency situation, operate fireman switch and test the automaticchangeover.

Perform lift homing test.

Record service details on the logbook kept in the lift machine room.



Annual Perform quarterly services.

Test safety gear on no load

Service Systematically examine, clean, lubricate and adjust the following: Elevatormachines, including worms, gears, thrust bearings, drive sheaves, drive sheave shaft bearings, brake pulleys, components and parts of the machine and brake.

Hoist motors, solid state motor drives, including motor windings, rotating elements,

including commutators, brushes, brush holders, and bearings, and all othercomponents and parts.

Controllers, selectors, and dispatching equipment, including all relays,

solid state components, resistors, condensers, transformers, contacts, leads, dashpots,

timing devices, computer devices, steel selector tape (or cable), and mechanical andelectrical driving equipment, and all other components and parts.

Governors, including governor sheave and shaft assemblies, bearings,contacts, and governor jaws, and car and counterweight safeties.

Deflector or secondary sheaves, including bearings, car and counterweight

buffers, car and counterweight guide rails, top and bottom limit switches,governor tension sheave assembly,compensating sheave assembly, and counterweight guide shoes, including rollersor gibes, inductors, cams and tapes.

Drain and flush hoist machine gear cases and bearing oil reservoirs and refill with

the proper type and grade of oil. Where applicable, door operators shall be similarlydrained, flushed and refilled.

Replace wire ropes if required to maintain an adequate factor of safety and shallequalize the tension on all hoisting ropes, and shall repair or replace conductorcables and hoist way and machine room elevator wiring as conditions may warrant.

Shorten all ropes as necessary and where appropriate to provide continued safeoperation and to maintain normal traction.

Thoroughly clean the lift pit, lift well and top of lift car.


Sixmonthly

Inspection and certification by third party DM approved agency

Serviceevery

fouryears

Perform annual services.

Carry out proof load test through a DM approved competent party and submit the

certificate to the clients. Refer to OEM manual and checklist of OEM VENDOR for any additional requirements






19. MAINTENANCE OF BMU (CRADLE/GONDOLA)

To be maintained as per the OEM guideline stated in Operation manuals.

Commissioning date of the equipment / building handover date to be considered for all equipmentmaintenance for frequencies exceeding more than a year.


MonthlyInspection

Visual check of condition of the Power cable.

.

Quarterly Service and/or before every use

Cradle

Rollers

Check ball bearings.Winch

condition.Traversing Mechanism

crabbing wheels.

Electrical equipment

e control box.

Limit Switches

Repair & rectify any faults observed in the system.

Half yearly Third party certification to be obtained






20. MAINTENANCE GARBAGE CHUTE SYSTEM & GARBAGE TROLLEYS

The service provider shall with due care and diligence execute and complete the maintenance worksand remedy any defects the service provider will check the operation of and maintain theEquipment existing in the facility in accordance with manufacturers recommendations and Recognized industry practices.

Servicefrequency

Maintenance tasks

Monthly

Inspection

Check the Doors and locking operation.

Check the Chute line for any leakages. Check the extract fan operation

Check the Garbage Trolley. Check the control panel operation Check the cleaning operations

QuarterlyService

Perform monthly services.Check and ensure any firefighting sprinkler is working properly.

Check that cleaning sprinklers are working properly. Ensure the water pressure to sprinklers is good. Check and ensure proper water supply to the cleaning system. Check that extract fans are all working. Replace if any defective fan.

Check the Garbage Trolley Cage condition, floor leakage and replace anydefective wheels on trolleys.Ensure the cleanliness of the trolley internal sidings and flooring. Ensure lubrication is done Repair & rectify any faults observed






21. WATER TANK CLEANING SERVICES

Water tank cleaning services to be carried out twice a year as per the guidelines laid down by DubaiMunicipality by certified professionals Local Order No. (11) Year 2003 and use the confined spacework permits as applicable

The service provider must ensure that the sub contracted specialized service provider have at least 1 yearof approved operational experience since their initial approval by DM.

Provision of a 24 hour emergency helpline, published on its correspondence and its website. Follow DM occupational health and safety regulations for working in enclosed spaces, and have

developed and implemented its own procedures for working safely in enclosed spaces, withevidence of staff training and full compliance.

The cleaning staffs have to meet DM health requirements, hold food grade medical certificates andmust be certified by DM to conduct water tank cleaning. Copies of certificates must be provided forrecord purposes.

Cleaning staff should carry on their person, proper identification cards, with pictures and

personal details as well as job role. To use chemicals as approved by DM. Chemicals must be non-toxic and suitable for water tank

cleaning with its determined concentration limits, premixed at the company premises The company and its staff comply with DM regulations at all times and properly equipped with

Personal Protective Equipments.

Prior to carrying out the water tank cleaning services the service provider must submit an inspectionreport and the report should contain but not limited to the following information;

Name and address of the building and the contact person Type of building and the number of floors and units Location, type, Size, and number of water tank(s)

Amount and condition of water inside each tank Present condition of each tank Present condition of the piping system and its outlets. Any apparent need of maintenance for tanks and piping system. Last time water tank(s) and piping system were cleaned. The consumption rate of water (if possible). The period needed by the water found inside the tank(s) to be consumed by Tenants as a result

of closing the feeding valve. The need of installing a by-pass pipe or tank and the reason (due to maintenance, or

long lasting cleaning).

Upon completion of the service, one copy of the report should be submitted to client. The service

provider is then to ensure that the cleaning service provider follows as a minimum the below steps & process.

Pre- check

A notice which states the date and time of cleaning as well as a brief description of the process andthe times and periods of water cut offs should be placed on the building notice board 7 days beforethe actual cleaning.

On the day of cleaning, the warning sign “CLEANING IN PROGRESS DO NOT USE” to be placed on all water Tanks, schedule/Information to be given.

Estimate the tank capacity / measure the tank and record the quantity of water in the tank at the startof operations on the Service Report.

Check the pump and the taps for pressure before starting the job. In case of any faults inform the

building security / watchman or the DHCC Site Management team. Electrical items, pumps, lights, pressure washers shall be connected to a circuit breaker.






Temporary storage

Some site conditions may require temporary storage of water for emergency use in the event offire. For this, utilize quick assembly self-structured tanks. Dimensions vary according tothe volume of water required.

Estimate the volume of water required, broadly taken as not less than 5% of the tank capacity. Prepare floor area to receive temporary tank, Assemble tank within 3 meters of opening, install

pump as applicable with suction and lay flat hoses. Fill temporary tank with existing water If there are tanks connected to each other in a series, start from the supplying tank to the sub-

tanks consecutively. If by-pass means is not installed Inform tenants about the disconnection of water

Shut off the valve from the distribution line or close it with a plug.

Cleaning Service

Pre-wash the water tank and surrounding area before commencing cleaning operations to preventany cross-contamination.

Fit filter screens to prevent insects, rodents and birds entering the tank. To ensure that water is not wasted during the cleaning activity (maximum amount of water in

the tank is to be consumed before start of activity.) Perform the water tank cleaning activity using DM approved chemicals.

Note: For all tanks where Fire and domestic water are common, provision should be made incoordination with Dubai Civil Defense for alternate measures.

Post Cleaning Operation

Once all cleaning operations have been carried out and all cleaning equipment has been removed,commence filling the water tank.

Ensure that the taps have the same pressure as before cleaning was done. Refill the tank & fix the lids with “Ties” to prevent accidental removal. Leave a label on the water tank indicating the date / time / company / next cleaning date for the

cleaning of the water tank / pH result and note if water sample taken. Inform the Site Management team and the Client about any missing parts to be fixed or installed

Inform occupants that the cleaning is finished.

Water Tests

Chemical and Biological water tests will be conducted, by an independent 3rd party laboratory,accredited by Dubai Municipality for the main tank only (Having supply from DEWA).Water Test Results and certificates to be submitted as part of the After Service report.

Services provider to ensure:

The water inlet must be closed in advance to keep the water level minimum in order to avoidwastage of water. (Site supervisor/security /watchman shall be consulted to determine theminimum water required for consumption).

Any penalty imposed by DEWA for excessive water wastage shall be the soleresponsibility of the contractor.

Time frame for water tank cleaning shall be fixed as per the quantum of works involved.

The quality of water after the cleaning should meet DM norms.






22. MAINTENANCE OF AUTOMATIC GATE BARRIERS (as per the system service

provider)

Service

fre uenc

Maintenance tasks

QuarterlyService

Inspection of antenna receiver.

Inspection of photocell sensor if exist. djust the closing time to commensurate with the existing system.

Inspection of environment surrounding the gate, such as providing thenecessary protection if found in the water environment.Periodic maintenance of the mechanical dynamics, such as lubricating andcleaning.Inspections of shock absorber with safety stop. Inspection of gear motor external lever. Inspection of balancing spring.

Inspection of spring adjustment tie-rod.

Inspection of slowing down limit switch. Inspection of control unit processor. Inspection of bar connecting flange.

Inspection of the isolation of cable input whole. Check if the exit sensors are functioning properly (electrical electronic,mechanical, and optical).Repair & rectify any faults observed.

Note:

Repair/Programming of remote control units as and when fault is reported by the tenants.

Post repair of the equipment the service provider to ensure that all the remote controls with the end

users are synchronized with the machine in order to operate the same without any difficulties.






23. MAINTENANCE OF ELECTRICALLY OPERATED ROLLING SHUTTERS

/GARAGE DOORS

Preventive Maintenance services to be carried out six monthly

Regular lubrication of the garage door tracks, rollers, springs, and mounting

Hardware is recommended. Cleaning of tracks. Painting of rusted parts. Inspect the sheet metal, steel sections for any damages and wear and tear.

Motors:

Check Motor bearings for wear, adjust as required.

For any DC motor clean brush equipment, and remove carbon deposits from the commutators andfield windings.

When wear is apparent in the brush sets of any motor or generator, replace with new brushes of thecorrect size and grade and adjust so they are correctly seated on the surface of the commutators.

Check all AC motors for condition, (noise vibration and excessive heat).Where required take

remedial action immediately.

Check operation of motor vent fan.

Gear Box and Brake:

Regularly clean and check gearbox. Remove inspection cover and crown wheel, check for marking.

Observe gear operation, check for; note and report; any noise and wear to thrust race / other bearings, and evidence of backlash. Replace where necessary.

Check gear casing oil seals for leakages.

Check and clean of brake drum, linings and coil casing for minimum lift, clearances and condition.Adjust where required.

Check stopping level accuracy of the gate. Adjust to comply with (or exceed) all design parameters

after any adjustments have been carried out to the brake.

Check machine couplings, key ways, shafts etc for tightness by mean visual inspection and hand.

Check machine fixings and isolation mounts.

Check operation of electrical interlock

Operating Devices / Controls, Communications Equipment and Lighting:

Inspect and clean all control equipment. Adjust where required to the manufacturer’s specification.

Check operation of emergency stop switches.

Check selectors for lubrication, and switching.

Remote controls reprogramming






24. MAINTENANCE OF BUILDING SIGNAGE’S

Servicefrequency

Maintenance tasks

Monthly

Inspection Inspect for any visible damage to building signage’s.


QuarterlyService

Check for visible damage to the all the building signage’s.

Check all the building signage’s are in their proper places.

All building signage’s shall be checked to ensure that they are in good condition and

are as per the local statutory requirement.

Submit report including recommendations for any additional building signage.

Replace, repair & rectify any faults observed.

Building signage’s (external), relevant to DHCC Acts, to be cleaned quarterly.

Any spare replacement on threshold to be under FM-SP scope.

Above threshold scope/spare to be quoted and proceed upon approval.

Necessary HSE requirements (legal complains) to be met.

IQATA certificated technicians/supervisors to be involved in rope access.

Certified scaffolding erectors/inspectors to be utilized in line with DM regulations.






25. Specialized Building Systems (SSM)

Objective:

To ensure all services and activities related to the maintenance of specialized building systems by the

respective vendors appointed by DHCC are controlled and managed by the FM provider.

All spares (unit price) below AED 1000/- will be in FM vendor scope in the event that the annual

maintenance contracts of Specialized Systems are sub-contracted by FM vendor.

In the event DHCC chooses to sign the Specialized Systems annual maintenance directly with the

vendors, then the cost of Specialized Systems spare parts will be in the DHCC scope.

Primary Activities:

DHCC procurement will co-ordinate the quotation process and awarding of the SSM contracts to allspecialized building systems vendors.

The FM provider to receive the PPM schedules, analyze it and coordinate the necessary requirements

such as system shutdown etc. to facilitate various activities.

The FM provider to monitor the successful execution of specialized systems contracts or

miscellaneous works by the vendors as per the agreed scope of works.

FM provider to manage variable works such as modification to suit fit-out and other requirements

through the specialized system contractor with competitive rates.

FM Provider to supervise the maintenance activities by the respective vendors and submit a report

to DHCC on a monthly basis.


FM provider is responsible for supervision only and specialized contracts to be procured individually by

DHCC with the respective vendors as applicable for the building under their management. The FM vendor

is required to quote for the below systems maintenance in the Price Structure. If DHCC selects The

equipment and systems included but not limited to the category of specialized systems maintenance (SSM)

are listed below: Chilled water systems beyond MEP scope (chemical analysis)

CCU (Closed Circuit Unit)

Grease Trap

Lifts

Cradle

Fire Alarm System

Fire Fighting System Equipment

a. Fire pumps (diesel, electric, jockey) b. Fire hose reels

c.

Fire extinguishersd. Automatic fire extinguishers.e. Sprinkler zone






f. Foam systems

g. FM 200 (Building 14 Server Rooms/DSDM Server/DBAJ Server)h. Risers

Building Management System (BMS)

Security Systems Access Control CCTV Gate Barriers

Public Address System

Generator Set

Water Tank cleaning

Revolving Door

Automatic Sliding Doors

Medical Gas System (at Building 14 & 64)

Garbage Chute System

Lighting Control Panel (except bulbs already in FM vendor scope)

Rolling Shutters

Water Feature

Sewage Network & Storm Water Gullies

Main Pump Room for Irrigation & Fire Hydrants

a. Irrigation Pumps

b. Fire Pumps

c. MRVs & Fire Hydrants

Sliding door-under comprehensive contract.

Emergency repairs-like failure of elevator, sliding doors to proceed with an approved quote signed.

Snapshot of Maintenance-replacement of spares with date (before and after).

Monthly meeting with SSM vendors.

SLA/RT-tracking mechanism.

HSE Requirements:

Annual testing & certification and half yearly inspection of lifts

Annual inspection testing and certification of fire detection and protection system which includes

hydro testing as per DCD requirements. Safety measures in Testing of generators, fuel handling and storage

Replaced batteries and wastes generated from batteries shall be disposed as per

Dubai Municipality Environmental guidelines

Adequate frequency of Grease traps cleaning and collected grease shall be disposed

Any activity inside stores/water tank shall comply “Work in Confined space” HSE requirements (Eg.Monitoring of Oxygen levels) and waste solid/water arise from cleaning shall be disposed as per DMrequirements

HSE procedures for Working at height shall be followed for Facade cleaning above 2 meters

Any broken facade glass panels shall be removed immediately or adequate measures to be taken to prevent fall of shattered glass

Wasted solar panels and part of them shall be treated as hazardous waste and disposed as per DMrequirements.






26. Civil and Fabric Maintenance

To provide property management services associated with the building infrastructure

improvements within the designated leased and occupied areas of the building to ensure critical businessoperations and the general work environments are as free as possible from interruptions due to Building

systems or equipment/component failures.

Ensure all business environments (including those with full 24/7 backup capabilities) are free from allcontrollable interruptions and fully operational.

The FM Services Provider shall put in place and manage appropriate civil and fabric professionalreactive and proactive planned preventative maintenance, test, inspection and certification regimes, as aminimum to:

(a) Meet the requirements and recommendations of the manufacturers, including allwarranty conditions,

(b) Comply with all Legislation, regulations and codes of practice,

(c) Maintain optimum operation, efficiency and availability,(d) Maintain operations and maintenance manuals, asset registers, maintenance recordsand statutory documentation,

(e) Protect the assets, enhance the life cycle of the asset (f) Ensure the safety of all staff, tenants and visitors, (g) Ensure the business of all staff, tenants and visitors is not unduly interrupted or

disturbed.

The maintenance will be provided for Common Property including Leased Areas (if any) that are theresponsibility of the Client.

Primary Activities:

Carry out condition surveys and establish a schedule for routine inspections/maintenance and repair

responsibilities

Maintain a comprehensive asset register of all fixtures, fittings and equipment

Ensure maintenance and warranty details are recorded against each asset.

Ensure checks and inspections are completed to plan and defects rectified.

Identify actions/requirements necessary to maximize asset value and life of assets.

Provide an after-hours call-out facility to support critical services to maintain the DHCC operations.

Provide the scope of work to DHCC for all the variable works & co-ordinate with the outside

contractors if situation arises.


The recurring day to day work required to preserve facilities (buildings, grounds, utilities systems and

collateral equipment) in such a condition a that they be used for the designated purpose over a intended

service life.

The following building components shall be checked quarterly basis and rectification measures to be

advised to DHCC management in the civil scope. Rectification works within the value of AED

1000 Dhs per job/area/unit will fall under the scope of the FM provider:

Floor screed

Water tanks






Moisture penetration & protection

Wood, Glass & Metal works

Roof Parapet/ railing

Thermal Insulation.

All Roofing Layers.

Permanent partitions(Concrete / Block Works) Drywalls

Wall, ceiling & floor finishes

Interior Finishes for common areas & DHCC offices

Protecting Interior finishes during remodeling & major repairs

Doors & windows

Ironmongery

The FM provider should advise DHCC to conduct the structural integrity assessment once in five years

or as required.

Building Elements (Common Property)

Includes but is not limited to the following;

(a) Decoration & Paintwork (b) Doors (c) Fencing (where applicable)(d) Fixtures and Fittings(e) Floors & Flooring (f) Partitions (g) Walls

(h) Windows (i) Joineries

Civil Structures

Includes but is not limited to the following:(a) Structural Frameworks(b) Interceptors(c) Storm water Drainage(d) Sewage system from buildings to Municipal Sewage lines. Treatment Plants Where applicable(e) Footpaths(f) Signage(g) Roof(h) Façade(i)Expansion joints






Painting

Servicefre uenc

Maintenance tasks

MonthlyInspection

Check all common areas (corridors, staircases, hallways, toilets, and lobby) for anydamages, soiled surfaces, apply necessary re-touching of required paint torefresh the surface.

Check all road related painting works in parking areas, curb stone paints, pedestrian crossing, warning signs and road direction marking and revert anydamages with a report.

Annual Service Painting of road markings, parking lines, pedestrian line, curb stones

(black/white/yellow) and other related road safety signs within the parking areasallotted for the facility

Masonry

Servicefrequency

Maintenance tasks

Monthly

Inspection Check all floor surfaces for any damaged tiles (if any), plain concrete flooring, wall

plastering, cracks, chippings and repair as required.

Check all edges of columns, beams, staircases threads and walls for any chipped portion and damages repair all necessary items as required.

Check all tile grout (wall and floor) make sure that all areas are properly

grouted. Removed deteriorated portion and apply new grout/sealant.

Annual

Service Check all construction and expansion joint, make sure the

related/approved sealant are not deteriorated and intact to each other,

repair as required

Check all interlock tiles and curb stones within the plot limit, ensure thatall tiles are properly level, check for any settlement and broken pieces of interlockrepair/replace a portion of a whole as required

Check all tiles for hollow surfaces, cracks and color deterioration, replacethe tiles as required, when replacing tiles make sure that a certain area

will be of the same type ( ensure tiles are not mixed)






Carpentry

Servicefrequency

Maintenance tasks

Monthly

Inspection Check all ceiling for any damages (tiles or solid ceiling), repair/replace as required

Check all suspension (ceiling tiles), make sure it is aligned and at the same leveland in good condition, repair/replace as required.

Check all aluminum works (windows, doors, frames and its accessories) make sure

that all are in good working condition, repair/replace as required.

Check all door lock mechanisms, hinges, door closer and door stopper ensure that

all are in ood workin condition re air/re lace as re uired.Annual

Service Remove the movable portion of windows and do thorough cleaning on parts

(wheels, locks, rubber sealants and other related parts).

Check and clean all window tracks/rails and make sure it is aligned and no

obstructions.

Check all wooden works (doors, door jamb, cabinets etc.), repair/replace damaged portion or whole part as required

Replacing deteriorated, spoiled and damaged ceiling (tiles or solid) in common area as required, if not available change the ceiling as per area required

and re-use the other tiles at other affected area.

Repairing damaged wooden fixtures and Joineries.

Fit-out Services: FM provider should liaise with the concerned stakeholders to facilitate the fit-out

requirements by DHCC and its business partner premises in DHCC building, including but not

limited to:

Any unauthorized installations noticed which may jeopardize the existing building services must bereported DHCC immediately with rectification requirements

All necessary connection/disconnection of existing building services to facilitate fit-out must be carried

out which include surveys, technical advice etc. for additional services as and when required by theBusiness Partners or Fit-out Contractors.

Ensure all third party installation/modification works on existing systems are carried out in a controlledmanner through the specific vendors and the permit to work system is followed.

Provide necessary coordination with specialized system vendors during fit-out modifications.

Assist transition of taking over services, testing and commissioning, snagging and follow up on

rectifications.

Confirm all snags in the final report are completed; air balancing report and required tools to beavailable as a part of the final inspection.

Apart from the above, FM vendor will inspect fit-outs in (developers‟ buildings not owned by DHCC)

at the final stage only and submit a final inspection report to DHCC/CPQ. It may require furtherinspections to confirm snags are completed.

Variable / Minor Works: FM provider shall manage the successful execution of all the minor works as

and when requested by DHCC through in-house team or external contractor as per the agreed SLA.






27. Customer Care Centre – Helpdesk(New)

Objective:

Facilities Management Operator shall provide 24 hours, 7 days a week hotline to meet the emergency as

well as the general maintenance requirements of its customers through a well-managed, dedicated Call

Centre. Each call shall be allocated an agreed time according to a degree of urgency and shall be dealt by

trained Customer Service representatives.

Necessary access shall be provided to DHCC

The FM Services Provider shall provide a continuous Helpdesk facility based upon a suitable CAFM orsimilar system. FMSP shall follow DHCC help desk process. In the event of failure of toll free number (to

be provided by FMSP), the FMSP helpdesk facility to be used to Log the requests, and subsequently updatein the system.

The Helpdesk shall be tailored to reflect the particular requirements of DHCC managed assets.The purpose of a Help Desk and specifically the service requests is to have a systematicapproach in dealing with facility issues in a coordinated and efficient manner.

The purpose of the Service Request system is outlined as follows:

Process Management from inception to completion of all service requests Guaranteed single point of contact for client and the tenants Compliance with DHCC policies & procedures Captures information in a consistent manner Allows for complete analysis and request tracking Highlights re-occurring or outstanding actions/ escalations

Allows for the benchmarking of facility and contractor performance Allows Management to concentrate on value add and service delivery

The Help Desk shall deliver the services as follows:

Act as the point of contact for service requests assigned to the service provider and requisitionsdata from CRM web link.

Verify with the requestor the work type and schedule appointment

Dispatch a Work Request to the person responsible for its completion

Follow up of each Work Request issued to ensure its closure

Monitor the performance of contractors to whom a Work Request has been issued

On completion of the service request, call back the requester to confirm the work is completedto their satisfaction

Notify the Senior Facilities Manager/ or Account Manager on site at the time of all

Emergency/priority 1 service requests

Provide a detailed summary status of calls on a daily/ weekly and monthly basis and providereports for the same.

Provide general assistance to other facilities functions as required

As a minimum the Helpdesk shall deal with all:

Complaints from tenants; client representatives.

Reports of breakdowns and repairs required;

Service delivery requirements relating to the common property & tenanted premises; Maintenance regimes; and Incidents






The service requests assigned to Helpdesk should be monitored continuously on their Helpdesk systemand the request to be assigned to the relevant service team within 3 minutes of the service request beinglogged and if it’s emergency or priority 1 service request to be assigned immediately.

The Helpdesk shall also provide the Client with performance information on the operation andmanagement of the Facilities Management Services, to the Service Level agreements and KPI’s set out inthe specifications.

The Helpdesk shall maintain a communication log. Any complaints, special requests and instructionsrelayed via this log from the Client to the FM Services Provider shall be dealt with quickly andeffectively and a note made of the remedial action taken. The log shall also record any queries, requests or points of information from the FM Services Provider to the Client.

Using the Helpdesk function, the FM Service Provider shall operate a customer survey mechanismwhereby feedback is obtained on the response, closeout of helpdesk calls raised by tenants and occupiersand their satisfaction with the service. The customer survey mechanism shall record data on services provided with the intention of improving these, and shall demonstrate to the Client, on request, that thereis an ongoing process of service improvement. The help desk MIS along with the satisfaction feedbackwill be provided along with the monthly reports.

Primary Activities:

Managing a Customer Care Centre Service to co-ordinate service requests, incident reporting, and

performance reporting customer information and to log customer complaints.

Implement a quality control system for monitoring customer care center services.

Ensure after hours service requests are forwarded to offsite/on call technicians available 7 days

a week. Ensure all call answered in the least possible times (as per performance level agreed); abandon

call rates to be kept minimum, in line with the agreed KPIs.

Maintain and report, on monthly basis, the record of Customer Care Centre Data and call monitoring

of each agent.

SLA to be adhered to strictly at all times.


The customer calls analysis to be done & identify the area where the proactive measure to be taken to

reduce the customer complaints.

If necessary, the service provider to recommend carrying out any corrective maintenance &

submit the commercial proposals accordingly.

The call center software should support the remote operating mechanism like (PDA or Tablet PC) to

transfer the calls to the field technicians to avoid the time delay.






28. General standard

At all times during the term and upon expiry or early termination of the contract the FM

Services Provider shall ensure that the state of condition/repair of the Maintained building

Assets are to the standards as provided below. This table does not include all asset elements.

BUILDING ELEMENTS

SUBSTRUCTURE

Foundations Structurally sound and stable. Report in case of anyvisual defects/issues.

Pits Clean and without any debris, to be reported if notrequired.

Lifts no leaks

Service trenches free from dampness

Expansion joints joints sealed and no leaks or dampness

Surface treatments intact and suitable for use

FRAME

Structural steelwork and fixings Structurally sound and stable

Fire protection (i.e. in tumescent

coatings or similar)

fire protection intact

Paint Corrosion protection intact

Concrete Structurally sound and stable

CLADDING

Roof Clean, free of debris, no leaks and blockage of rainwater pipe lines,

Roof sheeting weather tight and properly fixed

Flashing weather tight and properly fixed

Roof lights and glazing weather tight and properly fixed, clean and

unbroken

Gutters and rainwater pipes properly fixed, no leaks or blockages

Sidewalls

Curtain wall Weather tight properly fixed, clean and unbroken

Windows and glazing Weather tight properly fixed, clean and unbroken






Louvers Operational and properly fixed

External doors weather tight fully operation and secure

Roller shutters Operational and properly fixed

Brickwork/block work Structurally sound and stable

INTERNAL PARTITIONS

Masonry and pc partitions Structurally sound and stable

Common/painting quality finishes intact

Polished finishes intact

Movement joints joints sealed

Proprietary WC partitions clean properly fixed and finishes intact

Screen walls and lightweight partitions

clean undamaged and finishes intact

Internal doors and glazing clean fully functional, unbroken and finishes intact

METALWORK

Stairs and walkways safe and finishes intact, free of corrosion

Balustrades and handrails safe and finishes intact, free of corrosion

Access ladders safe and finishes intact, free of corrosion

Security screens, gates and grilles fully operational and finishes intact, free ofcorrosion

IRONMONGERY

Security locks/latches complete and fully operational

Door furniture complete and fully operational

Window furniture complete and fully operational

WALL FINISHES clean and intact

FLOOR FINISHES Clean and intact

DOOR FINISHES Safe, clean, even and intact. Door closures operable.Safety doors with unbroken and intact in tumescentstrips

SUSPENDED CEILINGS Safe, clean, damage free and intact

DECORATIONS Clean, damage free and intact






SERVICES ELEMENTS

PLUMBING

Internal No leaks, no corrosion, safe and secure

CW storage tanks no leaks operational hygienic and to design standards

CW booster sets no leaks operational hygienic and to design standards

Sanitary ware and fittings

Baths and showers

no leaks operational hygienic and to design standards

Pipe-work, valves and

pumps

no leaks operational hygienic and to design standards

Electrical supplies to plumbing services

operational and to design standards

External

Fire main and hydrants no leaks operational hygienic and to design standards.Paint intact

Pipe-work, valves and pumps/ Booster sets

no leaks, minimal corrosion, fully painted and lagged(if part of the original design)

MECHANICAL

Internal-piped systems no leaks, minimal corrosion, fully painted and lagged(if part of the original design)

EXTERNALS

Drainage free-flowing with no blockage or leaks, traps full

Access and perimeter roads safe even serviceable and free from weeds

Car parks, hard-standings andaprons safe serviceable and free from weeds

Re-enforced grass paving safe even, serviceable and free from weeds

Street furniture safe fully operational and secure

Fencing and walls safe and secure

Gates safe fully operational and secure






Pressurization sets no leaks, minimal corrosion, fully painted and lagged (if partof the original design) and to design standards

Duty/standby pump sets no leaks, minimal corrosion, fully painted and lagged (if part

of the original design) and to design standards

Pipe-work, valves,

pumps, radiators

no leaks, minimal corrosion, fully painted and lagged (if part

of the original design) and to design standards

Fire hose reels (whereapplicable)

no leaks, minimal corrosion, fully painted and lagged (if partof the original design) and to design standards

Electrical supplies tomechanical services operational and to design standards

Internal-ventilation

systems

Toilet and shower extract operational hygienic and to design standards

Ventilation and fans operational and to design standards

Heat recovery systems operational and to design standards

Area extract ventilation

fans


Area supply ventilationfans

no leaks operational and to design standards

Area supply AHU‟s no leaks operational and to design standards

Distribution ductwork No leaks, operational and internally clean

Ductwork dampers,filters,


Grilles and diffusers Clean, undamaged, secure, well painted to design standards

Comfort cooling Clean, operational and to design standards

Internal

Main LV switch panel operational and to design standards

Power factor correctionequipment


Standby diesel generators fully operational and to design standards

Generator control panels fully operational and to design standards

Sub-distribution LVswitch panels operational and to design standards




Lighting systems andluminaries (includingemergency lighting provisions)


Wiring and cables operational and to design standards

Special systems

Smoke detection fully operational and to design standards

Fire alarm, general alarm fully operational and to design standards

CCTV operational and to design standards

Lifts Compliant to legislation.

External

Security lighting operational and to design standards

Perimeter lighting operational and to design standards

Road/path lighting operational and to design standards

Lightning protection operational and to design standards

SPECIAL EQUIPMENT

IT and communications equipment(FM Services Providers own)

fully operational and to design standards

Maintenance equipment safe and operational

GENERAL

Appropriate action is to be taken to ensure the building is free of infestation and vermin

Appropriate action is to be taken to ensure the building and the built fabric are kept free of damp and decay

S f t d i ff ti l

appendix a – sow-part 4-4

Documents