ANNUAL MAINTENANCE CONTRACT

FOR
SPLIT AIR CONDITIONERS

Tender reference No: AMGC/B&W/AMC-SERVICE/2016-17/0001

Dated: 9th June, 2016

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Subject: - Annual Maintenance Contract for Split Air Conditioners at ___________________

To,

Abu Dhabi, UAE

Ref: AMGC/B&W/AMC-SERVICE/2016-17/0001
Attention: Mr. Omar
Dear Sir,
As per your inquiry regarding Annual Maintenance Contract for Air Conditioning at your
premises, Please find attached the work plan, quotation, terms and conditions of the
agreement. Time period for the work is as given below from the date of award of work, which will
be extendable for a period of one more year at the same rate, terms and conditions only if the
services are found satisfactory during the normal period of contract.

Annexure-I: -Scope of Annual Maintenance Contract Services of Split Air Conditioners

The tentative quantity of various type/make of split AC is as under:-`
Sr. Capacity of Split AC
No.
1 0.75 TR

Quantity
(Nos.)
On Site

2 1.0 TR

On Site

3 1.5 TR

On Site

4 2.0 TR

On Site

Total ( ANNUAL FIGURE IN AED )

41, 500

The services will include providing all manpower, tools and plants like ladder, stools, spanners and
testing equipment only. NO replacement of defective spare parts, such as replacing of chiller

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pipes, outlet pipes etc. including consumables at any height/any floors as and where required, and as
directed by the client, will be bore only by the client.

13.1

Preventive Maintenance Services(PMS)Monthly:

The monthly services include:

13.1.1 Cleaning of air filters, indoor unit grills & filters through air blower.
13.1.2 Cleaning of the indoor unit body by wiping out the dust etc. with wet cloth.

13.2

Preventive Maintenance Services (PMS) Quarterly:

13.2.1 Every machine will be serviced at least once every quarter. A record of such services
duly acknowledged by the person using the machine or in his absence, in charge of the
location of the AC will be maintained.
13.2.2 Quarterly PMS will include at least the following services: ( Separate cost bore by the client )

a. Replacement of filter if found damaged/unusable.

b. Checking selector switch, thermostat, relays, remote control etc.
b. Checking motor bushings.
c.

Checking ground connections.

d. Cleaning of blower and condenser fan.

e.

Cleaning the evaporator & condenser coils.

f.

Checking and tightening of nuts & bolts.

g.

Oiling the motors.

h.

Checking of the backup electrical power outlet/

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MCB.
j.

Checking of the drive motors and fans.

k.

Over hauling of the AC, with chemical washing

process.
l.

Checking cooling efficiency.

m. Checking Firmness of the Supporting arrangement for the compressor, blower motor, air
Conditioners casing and fixing of the air conditioners etc.
n. Replacement of any component of air conditioners (Outdoor and indoor units, inlet and
outlet Pipelines, electrical connections etc.) found defective after the above checks and
tests.
o. Charging of Refrigerant Gas during the period of Contract if need arises.
A maintenance schedule mutually agreed upon will be prepared before commencement of the AMG.
13.3 Annual Maintenance Services:
The scope of work will include all checks and tests as detailed under routine maintenance
services. In addition annual maintenance services will also include:
a)

Cleaning the condenser and evaporator coils with suitable

detergent/chemical solution and flushing with high-pressure jet of water.

b)

Greasing of blower motors and all moving parts.

c)

The above activities will be carried out within15 (fifteen) days from the date of award of

the
contract or before commencement of the summer season (preferably in the month of clients
choice).

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13.4

Break-down Services (BDS):

On call AMG services will include attending to any complaint any time of the year, on receipt of
verbal/written complaint from the client. A record of the break-down calls
attended duly acknowledged by the occupant or user of the AC & in his absence by the person in charge
of the location of the AC, will be maintained & displayed on the "Maintenance Card" kept with the AC
& also copy of the same in records of the person in charge.
Ordinarily a complaint will be attended within 4 hours whenever no change of part is involved, however,
in case of requirement of change of spare part, the complaint may be attended within 48 hours of its
receipt.

Terms and Conditions:

The spare parts used for replacement will be procured from the authorized dealer/service
center of same make/quality as installed in new air conditioner with warranty or guarantee as per
manufacturer. The original bills/vouchers of purchase of spare parts are attached with the
quarterly payment claims as a proof of its genunity.

AMG will maintain services logbook/file containing copy of the cards duly signed
by the users and countersigned by client.

In case of continued non-performance and inability to meet service requirements, this office will
reserve the right to terminate the contract after giving 15 days notice in writing.

AMG will be liable to pay compensation for any loss and damage caused to the

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property of the client or its students by AMG or his workers.

AMG will be personally be responsible for the conduct of his staff and in case of any
complaint against any staff; Contractor will be under obligation to change the worker when
instructed by authority. AMG will observe all the laws and will be responsible for any
prosecution or liability arising from breach of any of those laws.

AMG and its staff will follow the rules and regulations of the client in force and
instructions issued from time to time.

AMG will station at least one team consisting of 1 qualified technician & 1 helper on
full time basis on the premises, at any point of the time. The teams will be suitably
increased in order to provide satisfactory services.

Units taken out of the office premises for the service at workshop will be returned at the earliest
& in any case, within a week time.
o

Dress Code: The workers/supervisors should be properly dressed (preferably uniforms with

Companys logo) to be identified separately.

Identity card: The contract will issue Emirates identity card to his workers/supervisors and
submit
police verification certificate for all work men engaged by him along with supervisors to the
clients residence

The contract will be for a period of one year initially, which can be extended further on
satisfactory performance of the previous year of the contract. The Client may renew/
extend the contract to such further period(s), as it may deem proper, having regard to the
qualityand manner of AMG's performance. However, it will be with consent / written
request by AMG in this regard.

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The quantities indicated are purely tentative and likely to vary on either side up to any limit.
Time is the essence of this contract. In case AMG fails to adhere to the time schedule,
The Client will have the absolute right to take up the work at AMG's risk and
cost and recover any and all such expenses from the amounts due to AMG including
Security Deposit. The Institute will have right to impose a penalty commensurate with the
faultand if any, will be deducted from the bill.

All instructions to AMG on the address given by client will be considered to have been
delivered in time.

If at any stage, it is found that the work is not being executed as per detailed specifications and
special conditions as per contract, it will be the duty of AMG to rectify all such works
from the worksite and make them good, on the cost bore by the client. The detailed specifications,
special conditions are part of this contract.
Contractor will be fully responsible for any accident or mishaps involving workers engaged by
AMG and AMG would pay claims made on this part. AMG will
indemnify the Institute from any claims arising out of accidents, disabilities of any nature or
death arising out of provisions under law, or any other nature in respect of all workers engaged by
AMG.

All dismantled/replaced spare parts to be deposited with the authorized representative / worker of
the client and details be entered in the register (demolition/dismantled register) & signed by
the both parties.

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16. ANNEXURE-IV: Complaint Register Performa

Sr.

Complaint Registered

Complaint Registered By

Complaint Attended

Sign. of
Remarks

No

Date

Time

Name

Mobile No

Date

Time

Occupant

17. ANNEXURE-V: J OB-CARD Performa

Sr.
No

Date

Cleaning

Cooling

CC
Noise
Coil

Firmn
ess of
AC

Remarks
Grill
Temp

Amp

Tech.
Sign

Client
Sign

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