ANNEX A
Building Maintenance Services Contract
Scope of Works, Reporting and Responsibilities
I. Preventive Maintenance and Inventory Assistance
(1) Perform regular checks around the building and physical facilities to identify
preventive maintenance activities and identify inventory items needing attention
(2) Prepare schedules for carrying out the preventive maintenance activities, in liaison
with third parties where applicable;
(3) Plan the implementation of preventive maintenance activities in a manner that
satisfies all the requirements as to quality control, safety, security and with due regard
to minimization of disruption of services;
(4) Carry out and/or supervise the implementation of the preventive maintenance
activities to the required standard;
(5) Assist in the movement of furniture items from one site to another
(6) Prepare reports as may be required.
II. Corrective Maintenance
(1) Perform regular checks around the building and physical facilities to identify
corrective maintenance activities;
(2) Prepare schedules for carrying out the corrective maintenance activities, in liaison
with third parties where applicable;
(3) Plan the implementation of corrective maintenance activities in a manner that satisfies
all the requirements as to quality control, safety, security and with due regard to
minimization of disruption of services;
(4) Carry out and/or supervise the implementation of the corrective maintenance
activities to the required standard;
(5) Prepare reports as may be required.
III. Liaison with Third Parties on Maintenance & Related Matters
(1) Contact third parties contracted for carrying out specific preventive or corrective
maintenance activities, such as generator, air conditioning, pest control, building
companies, City Council, etc as and when needed;
(2) Coordinate and supervise the implementation of preventive and corrective
maintenance activities being undertaken by the third parties, in a manner that satisfies
the requirements as to quality control, safety, security and with due regard to
minimization of disruption of services;
(3) Ensure that third parties comply with their obligations under the respective contracts;
(4) Coordinate the activities of third parties providing office services such as cleaning,
garbage collection and gardening services;
(5) Prepare reports as may be required.
Contract for Building Maintenance Services with Service Provider
IV. Housekeeping Activities
(1) Ensure all facilities are in good working order: lights, taps and sanitary installations,
doors, windows, blinds, locks, etc;
(2) Ensure that all emergency exits are not obstructed by any items of inventory, and that
they are well labelled at all times;
(3) Ensure that the office generator is in good working order by checking of fuel, water,
battery and any fault indicators on the control panel;
(4) Monitor the flow of mains water and as and when required and report problems
(5) Coordinate with the Guards Supervisor to ensure that any workers and contractors
accessing the building have prior authorization to carry out the works and that all the
necessary paper work has been prepared.
V. Repair and construction works
Ensure that all building materials are sourced in a timely and cost effective fashion, either
within the country or through import from abroad. Invoices for such purchases should be
addressed to the Delegation directly and each purchase must be agreed and arranged for in
advance.
Carry out any works considered maintenance and basic construction works (electrical,
plumbing, painting, woodworks and masonry) in agreement with the Head of Administration
or his/her replacement.
The Delegation will purchase in agreement with the Service Provider accessories (nails, tools,
paint, brushes etc.) required for the execution of the approved task.
VI. Reporting and authority
The Service Provider works under the supervision of and in close coordination with the
Administration Section of the Delegation. Instructions will be issued in writing.
VII.
Presence during the contract
The service provider is expected to be available to the Delegation on a full-time basis (i.e.
37.5 hours/week during normal office hours) on all working days. Absences have to be agreed
in advance and a replacement has to be provided for emergencies. The service provider will
register his arrival and departure each working day at the Delegation Reception.
VIII. Use of private vehicle and tools
The service provider will provide his own transport within Abu Dhabi.
The service provider has his own private tools to carry out repairs which may be
supplemented if need be through additions from the Delegation’s own stock. If tools are not
available, a written request has to be presented to the administration section.
IX.
Additional staff requirements
In case maintenance or works require the presence of additional staff (day workers), the
service provider will coordinate their presence and working conditions with the
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Contract for Building Maintenance Services with Service Provider
administration section. He remains solely responsible for their adherence to the rules set down
in the conditions of the contract.
Implementation of the Contract
(1) The EEAS official responsible for the performance of the contract on behalf of the EEAS
is Mrs Hasna DOUAFI, the Head of Administration. The Contractor shall liaise with her
office through the designated representative for all aspects of the contract performance.
(2) The service provider shall carry out most of the tasks directly on a do-it-yourself basis.
For certain activities, it will require the use of other personnel such as plumbers, masons,
carpenters, etc. These will be sourced through the contractor.
(3) The service provider may not change without the approval of the EEAS. In his temporary
absence, the service provider shall deploy a suitable replacement approved by the EEAS.
(4) The service provider will work for the Delegation’s real estate (owned, or rented, in some
cases) for 37.5 hours per week during the timeframe below:
-
Sundays – Thursdays
0745 – 1630 hours
with the exception of public holidays and any other time that the Delegation's offices are
closed. The service provider may be required by the Delegation to work outside these
hours as need arises.
(5) The Service Provider shall provide the following for the performance of the contract:
- Protective clothing to be worn as required by the various works (i.e. goggles, face
masks etc.)
- Tool box comprising the basis kit, tools and implements to carry out routine/do-ityourself tasks under the contract
- A mobile telephone for use in communicating with the designated staff during the
duration of the contract;
- Insurance cover for the Service provider’s liability for workmen’s liability and public
liability. These covers shall be valid at the commencement of the contract and shall
remain valid for the duration of the contract.
(6) The Delegation shall provide the following for the performance of the contract:
- Access to the offices of the Delegation and to the houses of diplomat staff subject to
the security and other administrative regulations that may be in force from time to
time. Access to motor vehicles is restricted
- Store facilities for the proper functioning of the maintenance;
- Any other facilities that will be deemed necessary to ensure the effective
implementation of the contract.
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