A maintenance contract defines the services to be delivered over an agreed period. It identifies the premises and assets, included tasks, service arrangements, commercial terms and how additional work is instructed.
Discuss maintenance contracts
A contract needs to answer practical questions: which assets are covered, what a scheduled visit includes and who decides when a defect needs extra work. Broad phrases such as “full cover” leave those decisions unclear unless the detailed schedule explains them.
We connect the agreement to the way your buildings operate. Site contacts, access, service hours and approval routes become part of a usable delivery arrangement, with records that support review and renewal.
Our full service catalogue, including every individual service, is available across every listed sector and location. For one site or several, we agree the scope, access and programme around the buildings concerned.
The service suits occupiers, managing agents and estates teams seeking an ongoing maintenance arrangement. It also supports clients bringing separate service packages together or replacing an agreement whose exclusions and reporting no longer fit the estate.
The contract schedule lists sites, assets, planned tasks, reactive arrangements and required records. It states what labour, materials and repairs are included, plus exclusions, pricing rules, review dates and the process for changing scope. Specialist examinations need explicit identification.
We review your requirements and records, establish the maintenance scope and agree delivery arrangements. During the contract, work follows the schedule or authorised request route. Additional findings are assessed and instructed through the agreed commercial process before being recorded against the relevant site.
Provide existing contracts, asset lists, recent reports and contract end dates. Identify landlord services, retained suppliers and planned operational changes. Good information at the start helps avoid pricing the same work twice or leaving a system between two contracts.
The arrangement identifies instruction authority, access duties and technical responsibilities. Task planning still needs suitable competence and site information; the existence of a contract does not replace those requirements. HSE's contractor guidance explains selection, coordination and supervision principles.
We agree service hours, priority definitions and escalation. Acknowledgement, attendance, temporary restoration and completed repair are separate stages. The terms explain how access restrictions, approvals and parts affect progress rather than leaving the client to infer what a response target means.
The contract baseline links to the sites and assets in scope. Work records show tasks, findings, approvals and completion evidence. Changes have effective dates so invoices and performance reports can be checked against the correct version of the agreement.
Price depends on asset condition, task frequency, coverage hours, geography and the amount of repair risk included. Management and reporting requirements also matter. Compare scope, allowances and exclusions alongside the headline fee when assessing different proposals.
Each task has defined completion evidence; open defects remain visible beyond the visit. Contract reviews address repeated issues and agreed changes. Renewal or handover includes notice requirements, forthcoming work, records and outstanding instructions so continuity is planned.
Black & White Facilities connects the commercial agreement to the practical maintenance of your buildings. The intended result is predictable responsibility, clearer expenditure decisions and a shared understanding of what service delivery includes.
Retail estates need clear branch coverage and trading interfaces. Offices need landlord and occupier boundaries. Industrial premises need shutdown and specialist requirements reflected in the scope. Explore all sectors.
We cover Northumberland, Tyne and Wear, County Durham and Tees Valley, including Newcastle upon Tyne, Gateshead, Sunderland, Durham, Darlington, Hartlepool, Middlesbrough, Stockton-on-Tees and Redcar and Cleveland. View all locations.
Read What Should an FM Contract Include? for responsibility and scope questions, and PPM Contract Pricing Explained for commercial considerations. Browse the knowledge centre.
Only those defined in the scope and allowances. The agreement must state how excluded repairs, parts and additional work are priced and authorised.
Yes. Each site needs an identifiable scope, access information and service start date within the agreement.
Only when it expressly measures repair completion. Attendance and restoration targets describe different outcomes and should be defined separately.
Yes. Changes to assets, sites or service requirements follow an agreed variation process, including their effect on price and delivery.
Contact Black & White Facilities with the site list, current arrangements, renewal dates and required service scope. Highlight unclear exclusions, repeat faults or reporting gaps you want the new arrangement to address.
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