component of a package of 10 key oversight
documents for asset
SOSA is a list of all the active service contracts
for the assets in a building.
It includes, among other things, the name of the contractor, their
scope of services, contract anniversarey dates, and contract value.
Content of SOSA
The SOSA contains the following information about
each of the service agreements:
A spreadsheet template is provided here.
- The name of the assets.
- Name of the company/contractor providing
- Scope of the contracted services.
- Date of the contract.
- Value of the contract.
- Reporting obligations.
- Date of expiration of the contract.
- Expiration date of contract.
- Location where the contract is stored
and copy of the documents.
- General notes.
Importance of SOSA
Listed below is a
summary of some of the key reasons why a schedule of service agreements
short story: A 12 year old building hired an
firm to prepare a depreciation report During the course of preparing
the report, it was determined that a fan in the parkade was found to be
inoperable and the gas sensors were also not working It was noted that
there were not test tags on the equipment. After further investigation,
it was determined that the HVAC contractor did not include this
equipment in their mechanical inventory. The fan remain unserviced for
12 years and the gas sensors were not tested to protect the owners
- To help manage service providers.
- To institute cost controls.
- To establish reporting requirements.
- To establish performance schedules.
- To establish
lead times to review contracts.
- To assist with procurement of services.
The SOSA forms one of they reference documents
for the Operations
and Maintenance Support Information (OMSI).
Example of SOSA
Listed below is an example of an excerpt from a SOSA:
- HVAC - ABC Mechanical
- Janitorial - Happy Cleaning Company
Evaluation of SOSA
Advantages of the SOSA list:
Limitations of the SOSA list:
all assets are covered under a service contract, particularly those
that rely more heavily on a maintenance mix that includes
condition-based maintenance (CbM).
- The SOCO contains additional contact
information that is not on the SOSA list.
Fig. SOSA on the asset management pyramid with ten
The resource mix should reflect the organization's competencies, which
will evolve over time with education, training, mentoring and
experience of the team.
Fig. Examples of assets that are covered by service
agreements - bounded assets, such as fire safety equipment.
Fig. Summary of key service agreements by building
Fig. Some of the key elements of service agreements
that should be reflected in SOSA.
Fig. Excerpt from
a sample schedule of service agreements.