Most facilities management proposals in Qatar look similar on price. The difference sits in the planned preventive maintenance schedule, and that is the section clients read least carefully. Here is what a credible PPM schedule contains.
1. A tagged asset register comes first
A PPM schedule that is not built from a physical asset survey is a template. Ask for make, model, capacity, location, installation year and current condition for each major asset. If the proposal quotes a frequency without knowing how many air handling units you have, the price is a guess.
2. Frequencies tied to runtime and climate
Filter changes, belt inspections and coil cleaning follow operating hours and dust loading, not a generic quarterly cycle. In Qatar, cooling plant needs a heavier regime in the months before summer, and the schedule should show that weighting explicitly.
3. Statutory items separated from discretionary ones
Fire pump tests, emergency lighting duration tests, extinguisher servicing, lift inspections and water tank cleaning carry legal or insurance consequences. They belong in their own section with dates, responsible parties and certificate references.
4. Task-level checklists, not task names
“Service AHU” is not a task. A credible schedule attaches a checklist: filters, belts, bearings, drain pans, coil condition, damper operation, controls verification, readings recorded. The checklist is what makes the work auditable afterwards.
5. Named resources and shift coverage
How many technicians are on site, in which disciplines, on which shifts, and who covers annual leave. A schedule that cannot be delivered by the proposed headcount will slip in month three.
6. Reactive response defined separately
Planned work does not cover breakdowns. Response and rectification times should be stated per criticality, with escalation to a named person and agreed consequences for repeated failure.
7. Reporting format agreed in advance
PPM completion percentage, reactive volumes, response and resolution times, repeat faults, spares consumed and recommended capital works. Agree the report template before mobilisation, not after the first dispute.
8. Summer readiness as a distinct programme
Between February and April, chillers, cooling towers, standby generators and pumps should go through a documented readiness programme. Ask to see last year is version from any incumbent.
If you would like this checklist applied to your own building, talk to our team or read more about MEP and HVAC maintenance in Doha.
