Maintenance
Maintenance Contracts
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 your requirementsMaintenance is work organised over time.
Who this service is for
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.
What the scope includes
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.
Typical maintenance activities
- Establish the asset and service baseline.
- Plan recurring visits and reactive instruction routes.
- Record approvals and additional work.
- Review delivery, findings and expenditure.
- Update schedules when sites or assets change.
How the work proceeds
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.
Access and preparation
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.
Responsibility and safe working
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.
Priorities and response arrangements
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.
Asset and work records
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.
What affects scope and cost
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.
Completion and follow-up
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.
Outcomes and our approach
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.
Locations we cover
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.
FAQs
Are all repairs included in a maintenance contract?
Only those defined in the scope and allowances. The agreement must state how excluded repairs, parts and additional work are priced and authorised.
Can we include several sites?
Yes. Each site needs an identifiable scope, access information and service start date within the agreement.
Does a response target promise a completed repair?
Only when it expressly measures repair completion. Attendance and restoration targets describe different outcomes and should be defined separately.
Can the scope change during the contract?
Yes. Changes to assets, sites or service requirements follow an agreed variation process, including their effect on price and delivery.
Discuss your maintenance agreement
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.