JOINT AUDIT INSPECTION - HARD FM - OA-Dubai

All plant rooms are neat and tidy.

Are there any trip hazards, areas where hazard signage is required or any serious safety concerns.

Plant, pipework and containment is generally free from significant dust build up

Plant rooms are kept locked (where applicable).

Back of house areas all in order, e.g. no doors propped open with fire extinguishers.

Safety notices, MSDS sheets are in place, where appropriate.

PPE is in place, where appropriate.

Plant is generally in working order with no obvious major malfunction or undue noise, without proper explanation, i.e. quote issued or parts awaited.

Any 'out of order' plant / areas are clearly sign-posted.

Where specified in the Contract, are the minimum staff available on site.

Are the staff in approved attire and well presented and carrying ID.

Service Provider to provide and maintain current a detailed organizational chart, as well as a detailed resource plan to include; staff numbers, hours, shift patterns and job descriptions. Management must not have changed without prior approval from Aldar Representative.

Upon questioning staff (at random) do they know their duties and the site (mark 0, if any staff say they are new to this job/site).

Upon questioning staff (at random) do they know emergency procedures, where extinguishers are and what to do if fire alarm is suddenly activated (mark 0, if any staff say they are new to this job/site and/or any serious gap in knowledge exists)

Are all PPM's listed correctly, displayed in a prominent position with dates, and is evidence available to validate that PPM's are up to date and following the schedule

Monthly Report and Invoices submitted on mutually agreed date each month as outlined in the contract.

Monthly report contains accurate data and statistics and meets all the requirements of the Company. One page executive summary dashboard provided to Company.

Standard monthly reports shall be available, and bespoke reports on request from the Company, and shall have been produced and communicated as scheduled.

Service Provider to undertake risk management ensuring that a risk register is produced and maintain with action plans for identifying risk and a strategy is in place to minimize any such risks. These must be updated regularly.

Service Provider will pro-actively monitor assets and shall raise Corrective Maintenance service requests upon themselves when deterioration of an assets performance is noted. No instance of asset negligence shall be accepted.

Service Provider shall notify the company of any planned/unplanned events that may impact normal operations or raise any Health & Safety concerns as and when it becomes aware.

Records shall be kept in a Building Manual Appendix (Facilities Reference File), kept on the premises and available at all times for audit and review. Where possible all such records shall be loaded and stored on a CAFM system. Service Provider shall ensure an auditable Asset Register is maintained as current.

An agreed list of sub-contractors and service providers is maintained with up to date contact details. In addition to this the SP (where it is managing agent) must maintain a coherent filing system with all subcontractor service visit records, lab test reports where appropriate and follow up quotations for rectifications together with communication records of the same.

Service Provider shall ensure a 3 year work plan are produced at the agreed time to the agreed format and quality. Service Provider shall adopt a whole of life asset management approach and focus on assets within the Premises impacted in the medium to long term and review the asset condition in line with the 5 & 10 year Life-cycle.

Time submission of accurate quotes for corrective maintenance along with technical report & procurement information.

Service Provider must use reasonable endeavours to schedule/plan routine maintenance tasks accordingly to minimize impact to functional areas.

Are all AHU's functioning normally, in 'auto' mode, condensate draining correctly, and structure free from any rust (including anti vibration mounts).

At least 4 AHU's must be opened up at random and checked for clean filters (filters can usually have a thin layer of dust but must not be clogged).

Is the plant generally all in 'auto' (not 'hand' mode).

Are all pumps working in 'auto' mode, free from undue noise and vibration, and free from rust (including anti vibration mounts).

Roof chillers should be running in 'auto' mode, not be making any undue noise and be free from any structural rust (including anti vibration mounts).

Latest service records for the above plant to be inspected and checked for any recommendations, follow up quotations etc.

Parking garage fans to be working correctly, free from dust and undue noise etc.

Roof and all exposed duct work/pipework/containment to be inspected for general cleanliness, insulation, cladding and supports to be intact.

LV panels to be clean, locked, no signs of carbon / black build up on contacts, and to have correct distribution schematic on display within panel.

Capacitor bank to be clean, in working order, under maintenance contract and to be showing a 'power factor' of 0.9 or above.

Gate barriers to be working correctly, internal panel parts clean and lubricated and maintenance records maintained.

Intercom system to be working correctly and maintenance records up to date.

With respect to sewage and irrigation systems, the relevant areas to be inspected for undue smells and general cleanliness.

Vent pipes terminations to be checked for any obvious blockage and wire cage over the termination

All statutory inspections completed as per schedule.

Elevators working properly and maintenance records up to date.

All CCTV cameras working properly.

BMS system fully operational without any loss of communication with external devices.

Is the fire alarm system operating correctly and any faults present under rectification.

Is the quarterly fire alarm maintenance recorded and on time, and are all devices logged in a methodical manner and being addressed over the year.

Is the fire alarm system panel clear of faults?

Is the quarterly central battery maintenance recorded and on time, and is the system healthy.

Are the batteries for central battery system in good condition?

Are the modules for central battery system free from faults?

Are the emergency lights tested monthly as required and has the half yearly discharge test taken place as required and are any follow up actions such as faulty fittings being addressed.

Are hose reels maintained, stickers to be checked visually at random.

Are the fire pumps maintained and tested quarterly, is the date clearly marked on the panels.

Are all fire pumps in auto mode?

Are extinguishers all in place and secured to a wall where appropriate.

Are extinguishers maintained monthly, check stickers on extinguishers at random.

Are landing valves maintained, check randomly for any obvious leaks and seal to be in place.

SP is required to provide evidence that staircase pressurisation is fully functional and tested.

Are generators run monthly by the SP and is this recorded, there should not be any diesel spillage in the vicinity and PPE should be present in a proper cabinet.

Is diesel fuel available to 75% capacity, check via gauge or manually.

All ventilation outlets are kept clean & free of dust, grit & other marks.

All ventilation outlets are kept clean and tidy.

Is there an update Site's Legionella Risk Assessment? Are the domestic water tanks clean and safely accessible, visually inspect inside for any debris lying on bottom of tank or algae on walls etc.

Are the water tanks all tested quarterly by an accredited laboratory and do the results show the tanks are free from any contamination.

Are lakes maintained, very clean in appearance and dosed where applicable.

Is the lake water clear without any floating algae or leaves and lake level is optimal.

Is the chilled water tested monthly and do the results show any recommendation for top up chemicals, and if so is this being actioned.

Are MSDS sheets available and are staff aware of the contents (mark 0 if any serious gap in knowledge exists).

Irrigation Pump Station All systems are functioning properly and well maintained.

Irrigation Pump Station System panels show no faults or errors.

Irrigation Pump Station The main controller board are running in auto and are configured as per the irrigation demand.

Irrigation Pump Station All fire fighting and sensing equipment carries current certification.

Irrigation Pump Station The underground plant room is well maintained and all equipment is running in auto.

Security Gate House The security guard house is maintained in a good state of repair and external appearance.

Security Gate House The CCTV at the guard house is working and recording the coverage.

Security Gate House The temperature in the guardhouse is working optimally and a comfortable temperature is maintained inside the guard house.

Security Gate House The area of approach and surrounding the guard house is maintained in a good state.

Swimming pools Results of three water parameter tests per day should be recorded and available at all times.

Swimming pools Water temperature records available at all times.

Swimming pools Faults and anomaly in water parameters and temperature are recorded and available.

Swimming pools First-Aid kits are complete, with all medicines within their expiry dates.

Swimming pools Sufficient number of lifebuoy rings are available at each pool and are maintained in a good condition.

Swimming pools The lifeguard carries a valid certification in the profession, first-aid administration and in resuscitation.

Swimming pools All underwater lights are working.

Swimming pools All pool depth markings are clear and legible.

Swimming pools Quarterly water test results are available and within range.

Swimming pools All equipment in the underground pump room is running in 'auto' mode.

Swimming pools The dosing system calibration of valid and displayed next to the dosing system

Swimming pools The dosing system readings of the water parameters are coinciding with the actual readings taken with the test kit.

Swimming pools Sand filters look clean and no leakages observed around the filtration system.

Is the heat cool unit operational in "Auto" mode?

Are the pipes free of sweating and condensation due to poor insulation?

Is the equipment free of any vibrations that are carrying onto other components of the plant?

Are the condenser coils and drain pans clean without accumulation of dust?

Is the controller of heat cool unit operating correctly?

Potable Water Pumping Station All systems are functioning properly and well maintained.

Potable Water Pumping Station System panels show no faults or errors.

Potable Water Pumping Station The main controller board are running in auto and are configured as per the ADDC guidelines.

Potable Water Pumping Station All fire fighting and sensing equipment carries current certification.

Potable Water Pumping Station The SCADA system shows no errors.

Public Realm Electrical Substations The area around the substation is free of any hazards .

Public Realm Electrical Substations The substation has no abnormal sound and heat.

Public Realm Electrical Substations There are no alarms or faults displayed on the main panels.

Public Realm Electrical Substations The substation is kept locked at all times.

Public Realm Electrical Substations All safety signage is legible and updated.

LV rooms The area around and inside the LV room is free of any hazards.

LV rooms The panels have no abnormal sound and heat.

LV rooms There are no alarms or faults displayed on the main panels.

LV rooms The entrance to the LV room is kept locked at all times.

LV rooms All safety signage (including PPE signage) is legible and updated.

LV rooms An updated version of a line diagram is available in the LV rooms at all times.

LV rooms PPE is available at the LV room and is used by technicians carrying out maintenance at the location.

Street light maintenance The street light poles are clean and free of unreasonable amount of dust accumulation.

Street light maintenance No lights are fused.

Street light maintenance Glasses of luminaries are free of dirt and look clean.

Street light maintenance The bolts at the bases of the light poles are maintained and covered with protective material.

Street light maintenance The access hatches on the poles are locked and secure.