Office air conditioning that is not maintained rarely fails at once. Performance drops slowly: rooms are less cool, the electricity bill rises, and then a compressor fails mid-year after the repair budget is gone. Clear maintenance terms of reference prevent that pattern.
This article is for procurement officers (PPK), state asset managers and general affairs staff in Indonesian government agencies who prepare office AC maintenance packages. The short answer: the terms of reference (KAK) should list the units, the work per visit, the schedule, a measured checklist and the reporting, with a budget based on the SBM or the regional standard unit price.
An AC maintenance KAK is the document that describes the periodic service work an agency buys from a contractor. For central government agencies, the 2026 SBM sets split AC maintenance at Rp966,000 per unit per year. A good KAK has at least 9 sections, from the unit list to the final report.
What is the budget basis for office AC maintenance?
The budget basis differs between central and regional government. Central agencies use the input cost standard (SBM) from the Ministry of Finance, while regional governments use standard unit prices set by the regional head.
| Agency | Reference | AC maintenance provision |
|---|---|---|
| Ministries and agencies, FY 2026 | Finance Minister Regulation 32 of 2025 on the FY 2026 SBM | Office equipment maintenance, split AC: Rp966,000 per unit per year (Appendix II, may be exceeded) |
| Ministries and agencies, from FY 2027 | Finance Minister Regulation 54 of 2026 on the SBM | Maintenance remains an SBM group; the detailed amounts are set by the Minister of Finance |
| Regional governments | The regional head's standard unit prices, guided by the Presidential Regulation on Regional Standard Unit Prices | According to each region's standard |
Rates in Appendix II of Regulation 32 of 2025 may be exceeded. The actual cost can be higher, taking market prices and the principles of economy, efficiency and effectiveness into account. The rate covers what is needed to keep a split AC operating normally.
The SBM only names split AC. For cassette, ducted, central or VRV systems, the budget is built from an analysis of the required work. How to build that unit price analysis is covered in our article on the owner's estimate for AC installation.
What should an AC maintenance KAK contain?
An AC maintenance KAK has nine sections, from background to reporting. A typical order:
- Background, purpose and objectives of the maintenance.
- Unit list: room, type, capacity, brand and installation year. Without it, bids cannot be priced.
- Work scope per visit, separating routine service from repairs.
- Visit schedule across the budget year.
- Spare parts and refrigerant: included in the price, or paid separately based on use.
- Response time for breakdown calls.
- Personnel: technician qualifications and the site lead.
- Minimum tools: pressure washer, manifold gauge, clamp meter, thermometer, vacuum pump.
- Reporting: a checklist per unit, before and after photos, a signed report per visit, and a final report.
Item 5 causes the most disputes. State clearly whether replacing capacitors or fan motors, or adding refrigerant, is included in the contract price.
What is a reasonable AC maintenance schedule?
An office AC maintenance schedule usually combines monthly filter cleaning, a full service every three months, a physical check every six months and an annual condition review. The final intervals follow the building's operating hours and the manufacturer's recommendations. The table below is a pattern common in offices running normal working hours, to be adjusted to the manufacturer's manual:
| Interval | Work |
|---|---|
| Monthly | Clean air filters, check supply air temperature, check drips and the drain line |
| Quarterly | Wash evaporator and condenser coils, measure compressor and fan motor current, check refrigerant pressure, tighten cable terminals |
| Six-monthly | Check pipe insulation, brackets and outdoor unit mounts, check remotes and sensors |
| Annually | Assess each unit's condition, recommend repairs or replacement for the next budget |
Dusty rooms, server rooms or units running 24 hours need shorter intervals. Temperature settings also affect compressor workload, as explained in our article on AC temperature settings that save electricity.
What goes on the per-unit maintenance checklist?
A per-unit checklist records condition and measurements, not just a tick for "cleaned". The numbers are what show performance dropping from one visit to the next.
| Item | What to record |
|---|---|
| Unit identity | Unit code, room, type, capacity |
| Temperature | Return and supply air temperature at the indoor unit |
| Electrical | Compressor voltage and running current |
| Refrigerant | Operating pressure, and any refrigerant added |
| Cleanliness | Filter, evaporator and condenser condition before and after |
| Drain | Condensate flow, leaks |
| Physical | Abnormal noise or vibration, insulation and bracket condition |
| Action | Work done and parts replaced |
| Recommendation | Proposed repairs and their urgency |
For VRV systems, add the error code history from the remote or central controller. Common codes are explained in our article on Daikin VRV error codes.
How should maintenance work be checked?
Maintenance work is checked through completed checklists, photos and spot checks on sample units. Before signing the acceptance report, the receiving officer can:
- Match the number of checklists to the number of units on the list.
- Pick several units at random and check the filters and supply air temperature.
- Compare current and temperature readings with the previous visit.
- Confirm that repair recommendations are recorded for next year's budget.
Conclusion
Good AC maintenance terms of reference make service work measurable and checkable. For central agencies, the 2026 budget reference is Finance Minister Regulation 32 of 2025, with split AC maintenance at Rp966,000 per unit per year, which may be exceeded. The essentials are a complete unit list, a clear scope per visit, a checklist with real measurements, and a budget based on the SBM or the regional standard unit price.
SOKANTARA is an HVAC, VRV/VRF and MEP contractor with its head office in Medan, serving projects across Indonesia. We provide HVAC maintenance and repair for split, cassette and VRV/VRF systems, with a report for every unit. If you are preparing a maintenance package, contact our team.
Frequently asked questions
What is the 2026 SBM rate for split AC maintenance?
Finance Minister Regulation 32 of 2025 on the 2026 input cost standard sets split AC maintenance at Rp966,000 per unit per year. It is listed in Appendix II, so it may be exceeded based on market prices and the principle of economy.
Does the SBM cover central AC or VRV?
The office equipment maintenance rate in the 2026 SBM only names split AC. Maintenance for central AC or VRV should be budgeted from an analysis of the required work and a price survey.
How often should office AC be serviced?
It depends on operating hours, air cleanliness and the manufacturer's recommendation. Many office buildings clean filters monthly and do a full service every three months, adjusted to the manufacturer's manual.
What about regional governments?
Regional governments use standard unit prices set by the regional head, guided by the Presidential Regulation on Regional Standard Unit Prices. Check the latest version on JDIH BPK before budgeting.
