Scope, service levels, pricing bases and the clauses that stop a camp or plant contract from turning into a monthly argument. Written for procurement and HSE managers signing their first facility services contract in the Eastern Province.
Jubail Industrial City is run by the Royal Commission, its plants work on shutdown and turnaround cycles, and most of its workforce lives in camps outside the fence. A facility contract there has to cope with headcounts that double for a six-week turnaround, summer temperatures that decide when outdoor work happens, and client HSE rules that are stricter than the municipality’s. A contract written for an office tower in Riyadh will not survive it.
List every service, every area and every frequency in a table: rooms cleaned daily, washrooms three times a day, dining hall after every service, generators serviced monthly. Ambiguity in scope is where most disputes start, and a matrix is the only format both sides read the same way.
A service level is a number, a method and a consequence. Response time to a breakdown call, cleaning inspection score, meal count accuracy, occupancy report on time. State who measures it, how often, and what happens when it is missed.
Each service should be priced the way you budget for it. Accommodation and catering per person per day, manpower per hour from an approved timesheet, transport per vehicle per month, cleaning and maintenance as a monthly contract to the scope matrix. Mixed bases on one line make the invoice impossible to check.
Service | Usual pricing basis | What the rate should include |
|---|---|---|
Worker accommodation | Per person per day | Bed, bedding, utilities, Wi-Fi, housekeeping of common areas, camp boss, security |
Catering | Per person per day | Agreed meals, kitchen staff, hygiene records, water and disposables where ticked |
Manpower (Ajeer) | Per hour or per month | Wages, sponsorship, Ajeer permit, accommodation, transport, supervision |
Transport | Per vehicle per month | Driver, fuel, maintenance, insurance, GPS, standby |
Housekeeping, maintenance, laundry | Monthly contract | Staff, supervisor, chemicals, consumables, common spares, reporting |
Pest control, landscaping, security | Monthly contract | Scheduled visits or posts, call-outs, records and certificates |
Who arrives when, with what equipment, and what counts as mobilised. For a camp that is beds made, kitchen live and gate manned on an agreed date; for a plant it is technicians inducted and spares on site. Attach the plan to the contract.
Name the supervisor, the hours they are on site and the number that answers at two in the morning. A contract without a named supervisor is a contract with nobody to call.
Nitaqat band of the provider, Ajeer permits for every outsourced worker, ISO 9001, 14001, 45001 and 22000 systems where relevant, Civil Defence approvals for the camp, municipality licence, medical certificates for food handlers. List them and attach the certificates; a provider that cannot attach them should not be shortlisted.
State whether chemicals, bedding replacement, common spares and fuel are inside the rate or at cost, and the approval threshold above which the provider must quote before buying.
Define the categories, for example a kitchen chiller or a generator as critical, a door handle as routine, and attach a response and a fix time to each. Agree what standby capacity exists for critical loads.
Headcount in Jubail moves with the project. Write the mechanism for adding or removing beds, meals and workers, the notice period, and how the per-person rate changes with volume bands, so a turnaround does not need a contract amendment.
Weekly occupancy and timesheets, monthly review with KPIs and open items, and a hand-over clause that returns rooms, assets and records in an agreed state. Exit is easier to write before the relationship than during it.
A single lump-sum monthly price with no scope matrix behind it.
No named supervisor and no duty line.
Sub-contracted cleaners or guards the provider does not sponsor.
Certificates promised rather than attached.
Pricing that cannot be reconciled to a headcount, a timesheet or a vehicle list.
BICC contracts in Jubail start from a scope matrix and a site walk, price each service on the basis above, name the supervisor and the duty line, and attach the Nitaqat, Ajeer, ISO and camp approvals. Occupancy, meal counts, timesheets and checklists are logged on a CAFM system and reviewed with the client every month, so the invoice and the log say the same thing.
One contract with one supervisor usually costs less and removes the gaps between providers, as long as each service keeps its own pricing basis and service levels inside the contract.
Twelve months or the project duration for camps and facility services; shutdown support is contracted for the turnaround window with a mobilisation and demobilisation plan.
Through a variation clause with volume bands, so beds, meals and workers can be added for the shutdown weeks at pre-agreed rates and removed afterwards without renegotiation.
Occupancy by block, meal counts against headcount, timesheets by trade, cleaning inspection scores, call-outs and response times, open items and the compliance records renewed that month.
Yes. A site walk, an asset and headcount baseline and a mobilisation plan allow a hand-over from an outgoing provider within about two weeks.
A scope matrix and a quotation within 48 hours, with the certificates attached.
