Distinguish scheduled servicing, specialist inspection, statutory examination, consumables and corrective work. Mark inclusions, separate charges and approval routes. General descriptions such as comprehensive maintenance do not explain the deliverables for an individual attendance.
What changes the price?
Asset numbers must be considered with technical complexity, condition, age and the practical ability to reach equipment.
Price every scheduled activity at its actual frequency. A short monthly check and an annual service create different commitments.
Allow for escorts, permits, outages and work around production or customers when defining labour and attendance resources.
Site distribution affects travel and the opportunities to combine attendance across the estate.
Specify the readings, images, reports, certificates and other evidence required to accept each task.
Separate consumable provision from replacement parts, explicitly recording allowances and financial or quantity limits.
Compare quotations on equal terms
Use one asset inventory and schedule for tender comparisons. Review annual visits, exclusions, failed-access treatment and extra attendance rates. Confirm VAT treatment and the mechanism for reviewing prices.
Where the register is incomplete, commission its verification as a defined initial activity. An apparently attractive yearly figure is less useful if unrecorded equipment falls outside the contracted programme.
Agree the rules for remedial work
Set out how findings beyond routine scope are prioritised, reported and priced. Appointing the maintenance contractor does not provide blanket approval for later replacement recommendations.
Connect defects to remedial quotations, approvals and completion evidence. Keep the distinction between routine delivery and additional repairs visible in reporting throughout the contract period.
Review the whole-year position
Review missed access, tasks delivered, recurring failures, additional expenditure and open recommendations. Use that evidence to assess whether scope still fits the estate. The annual fee alone cannot describe the full cost of maintaining availability and condition.
FAQs
Is a fixed annual contract all-inclusive?
The written inclusions determine coverage. Review reactive attendance, components, specialist checks and corrective repairs rather than assuming the fixed sum includes everything.
Can several tasks share one visit?
Yes, where timing, access and required competence align. Retain separate evidence for every scheduled task even when delivered together.
What should we send for a quotation?
Supply the register, current programme, reports, premises list and access conditions. Flag missing information so initial verification can be scoped and priced.
Related help
Review contract arrangements and planned maintenance provision. Read PPM schedule content, or submit your maintenance scope.
Compare the complete cost
- Asset numbers, condition and required tasks.
- Visit frequencies, operating hours and access arrangements.
- Reporting, consumables and how repairs or additional visits are charged.
Ask the quotation to show VAT, inclusions, exclusions and how any additional work will be agreed. Confirm whether the price covers the complete job or an initial visit.
A useful scope comparison
A contract for scheduled visits alone differs from one that includes specified consumables or a defined allowance for repairs. Compare exclusions and response arrangements as well as the total.
Request a quotation
Send the asset list, previous maintenance findings, required tasks and access windows.
