MEP AMC RFQ Template: Asset List, SLAs and Reporting

An MEP AMC RFQ should state six things: the site and the contract type (comprehensive or non-comprehensive), a numbered asset list with make, capacity and location, the preventive visit schedule, response and restoration times by priority, the spares and reporting rules, and the commercial terms. The template below gives each section in full, with what to fill in and the dispute each field prevents.

1. Scope, contract type and term

Copy this block to the top of the RFQ and complete every bracket.

• Site and buildings: [address, block names, built-up area, operating hours, shutdown windows].
• Disciplines covered: [electrical: HT and LT panels, transformers, DG sets, UPS, earthing; HVAC: chillers, AHUs, VRF, split units, ventilation; fire: pumps, hydrants, sprinklers, detection and alarm; plumbing and pumps; ELV: CCTV, access control, PA].
• Contract type: [comprehensive / non-comprehensive]. If comprehensive, list the exclusions: [consumables, misuse, vandalism, items beyond a stated value per event].
• Term and renewal: [12 months, renewal option for a further 24 months at an agreed escalation].
• Exclusions from scope: [lifts and escalators under a separate OEM contract, civil and roof repairs, statutory test fees].

What it prevents: the argument over whether a failed pump or compressor is the contractor's cost or yours. If you are unsure which type to buy, our note on what an AMC contract should contain compares them.

2. Asset register: fill one row per asset

Attach this as a spreadsheet; the rows below show the format. Ask bidders to confirm the list on a joint walk-through and to price against it.

What it prevents: scope creep. Every undocumented unit becomes a variation order later. Add a column for age and the OEM warranty status, because an out-of-support panel needs a different clause on spares.

3. Preventive-maintenance schedule

State the visit frequency for each asset group and require a signed checklist after every visit. For fire systems, the Maharashtra Fire Directorate's Form B circular lists frequencies drawn from the relevant BIS codes, which make a sound reference even outside that state. For other systems, follow the OEM manual and the typical practice shown here, and adjust to your duty cycle.

What it prevents: "we visited" without a record. If the fire systems are yours to certify, the same signed reports feed the maintenance certificate; see why neglected fire AMC shows up at NOC renewal and insurance claims.

4. Response and restoration times (SLA)

The values below are starting points for negotiation, not statutory limits or market rates. Replace them with what your operation can tolerate.

What it prevents: a contract that promises "prompt service". Define the clock start (the call log timestamp), who can raise a P1, and what counts as restored.

5. Spares, reporting and commercial terms

Spares. [Attach a list of consumables and critical spares. Specify whether OEM or equivalent parts are acceptable, who approves a part above a stated value, and the lead time for critical items.] Reporting. Require, every month: the completed checklist per asset group; the breakdown log with call, arrival and restoration times; spares used; open snags with dates; key readings; and signed service or test reports, digitally signed by both parties where the authority asks for it. In Maharashtra the Form B package includes an AMC order copy without the amount, and signed service and site inspection reports.

Commercial. [Price quoted per year, exclusive of GST; payment on a stated cycle; escalation on renewal; insurance and statutory-compliance proof for the contractor's staff; the licences needed for the work, such as an electrical contractor licence and, where a state requires it, a fire licensed agency; termination for repeated SLA failure; handover of logbooks and keys at exit.] Ask for the technical and price sections in separate envelopes, and compare bids against your asset register; our MEP quotation comparison calculator helps.

How Secured Engineers helps

We design and install MEPF systems in-house, and we maintain them: electrical, HVAC, fire, plumbing and ELV under one AMC and maintenance contract if you wish. Because we file Fire NOC, CEIG and DISCOM filings ourselves, we know which records an inspector or fire officer will ask for and build the reporting around them. We work from offices in Noida (Delhi NCR) and Ludhiana, with 535+ projects across 18+ states and 89.77% repeat clients.

Paste the template into your own document and send us the draft, or send us your asset list and we will review the scope and the SLA table before you issue it. Use the RFQ page to share the file, or reach us on WhatsApp or +91 70099 85817. If you want us to price against your template, ask for a free proposal.