Start with an asset register, not a price
Many AMCs fail because nobody agreed what is being maintained. The contract should be built on an asset register listing every chiller, pump, AHU, FCU group, VRF system, fan, tank, booster set, fire pump, panel and switchboard, with location, make, model, capacity and condition at contract start. A joint start-up survey records existing faults so the new contractor is not blamed for inherited problems and the client knows what needs corrective work.
The asset register then drives everything else: the PPM tasks and frequencies, the spare parts strategy, the staffing level and the reporting. For buildings handed over recently, the O&M manuals and as-built drawings are the starting point; for older buildings the survey often reveals undocumented modifications that must be captured.
Planned preventive maintenance (PPM)
PPM is the core of the contract. Each asset type gets a task list and frequency based on the manufacturer's recommendations, adjusted for UAE conditions: filters on AHUs and FCUs need more frequent attention in dusty months, condenser coils on air-cooled equipment foul quickly with sand and salt, and outdoor electrical panels suffer from heat. A PPM calendar issued at the start of the year lets the client plan access to apartments, offices and plant rooms.
Good PPM is measurable. Each visit should produce a completed checklist with readings, not just a tick: refrigerant pressures, motor currents, temperatures across coils, vibration observations and photos of the condition found. Trends in these readings are what allow failures to be predicted rather than repaired.
- Filter cleaning or replacement on AHUs, FCUs and FAHUs
- Condenser and evaporator coil cleaning
- Belt, bearing and motor checks on fans and pumps
- Drain pan and condensate line cleaning
- Electrical panel tightening and thermal inspection
- BMS point checks and sensor calibration
Reactive maintenance and response times
Reactive call-outs cover breakdowns between PPM visits. The contract should define priority levels, for example emergency, urgent and routine, with examples of each, and state the response time, attendance time and target fix or make-safe time for each level. These times are a commercial decision agreed between the parties; what matters is that they are written down, measured and reported.
Emergency should include loss of cooling to critical areas, water leaks, fire system faults and electrical hazards. The contract should also say whether coverage is 24/7, whether a technician is resident on site, and how call-outs are logged, typically through a help desk or ticketing system that time-stamps each stage.
Chiller, AHU and cooling plant care in UAE conditions
Cooling plant is usually the largest risk in a UAE building. Chiller maintenance should include log readings of evaporator and condenser approach temperatures, refrigerant and oil checks, compressor current, and annual servicing by the manufacturer or an authorised agent where warranties or complexity require it. Condenser coils on air-cooled chillers need regular cleaning, because dust and salt raise head pressure and power consumption and can trip units during peak summer.
AHUs and fresh-air units deserve equal attention because they control humidity. Blocked filters, failing belts and dirty coils reduce airflow and dehumidification, leading to damp, mould and odours. Water-cooled plant adds cooling tower care, water treatment and Legionella risk management, which should be explicitly in scope rather than assumed.
Fire and life-safety systems: statutory maintenance
Fire alarm, sprinkler, hose reel, fire pump, emergency lighting, smoke control and pressurisation systems must be maintained under the UAE Fire and Life Safety Code, typically by a contractor approved for this work by the civil defence of the relevant emirate. Building owners need the maintenance records and certificates for civil defence inspections and annual renewals, so this part of the AMC is not optional.
The contract should state who holds the approved fire maintenance status, the testing frequencies for each component, how deficiencies are reported, and who corrects them. Where the fire scope is subcontracted to a specialist, the main AMC contractor should still coordinate shutdown interfaces such as AHU trips and damper testing.
Water tanks, plumbing and hygiene
Domestic water tanks in UAE buildings, especially roof tanks exposed to heat, need periodic cleaning and disinfection by an approved company, with laboratory testing of water samples. Municipal requirements differ by emirate, so the AMC should state the frequency and who holds the approval. Warm stored water, stagnant dead legs and poorly sealed tank covers are the conditions in which Legionella and other contamination grow.
The plumbing scope should also cover booster pumps and pressure vessels, PRVs on high-rise zones, water heaters, drainage jetting where needed, and grease traps in kitchens. Clear inclusions avoid disputes about whether blocked drains caused by misuse are covered.
- Tank cleaning, disinfection and water testing records
- Booster pump and pressure vessel checks
- PRV setting checks on high-rise pressure zones
- Water heater and thermostatic mixing valve service
- Drainage and grease trap maintenance where included
Inclusions, exclusions and reporting
Disputes usually arise over parts. A clear AMC states whether it is labour only, labour plus consumables such as filters, belts and refrigerant top-ups, or comprehensive including major parts, and lists any exclusions such as compressors, motors above a certain size, or damage from misuse. Comprehensive contracts need a fair process for replacing assets at end of life.
Monthly reporting should cover PPM completed against plan, reactive calls by priority with response times achieved, outstanding issues, energy or performance observations and recommendations for capital works. Manolia has delivered annual maintenance for palaces and facilities in Abu Dhabi, including Al Reef palace annual A/C maintenance and plumbing maintenance at H.H. Sheikh Khalifa's palace, and treats the reporting as a planning tool for the owner rather than a formality.
Frequently asked questions
What is the difference between comprehensive and non-comprehensive AMCs?
A non-comprehensive AMC covers labour and usually consumables, with spare parts quoted separately when needed. A comprehensive AMC also includes parts, often with listed exclusions for major components. Comprehensive contracts give budget certainty but need a clear baseline condition survey, otherwise the contractor inherits unknown risks and pricing reflects that.
Do fire systems need a separate maintenance contract?
Not necessarily separate, but fire and life-safety maintenance must be performed by a contractor approved by the civil defence of the emirate. Many AMCs include it directly or through an approved specialist subcontractor. The key is that the records and certificates civil defence expects are produced and kept.
How often should water tanks be cleaned in the UAE?
Frequency is set by municipal and health requirements, which differ between emirates and building types, so check the current rule for your location. In practice, cleaning and disinfection are typically carried out at least periodically through the year by an approved company, with water samples tested and certificates kept on file.
What response times should an AMC include?
There is no legal standard; response times are agreed commercially. What matters is that the contract defines priority levels with clear examples, sets response, attendance and make-safe times for each, and requires reporting of actual performance. Critical buildings such as hospitals and hotels usually need on-site technicians rather than call-out only.
When should an AMC start on a new building?
Ideally at handover, so maintenance runs from the first day of the defects liability period. This protects equipment warranties, which often require documented servicing, and gives the contractor and owner a clean record if defects arise during the DLP.