PPM Contract Pricing Explained

Separate routine maintenance from specialist inspections, statutory examinations, consumable replacement and corrective repairs. State which are included, which are priced separately and how additional work is authorised. A broad phrase such as “complete maintenance” does not tell the client what a visit delivers.

Asset quantity and complexity: the number of items matters, alongside their condition, age, accessibility and technical requirements.

Task frequencies: a monthly check and an annual service are different commitments. Price the actual schedule rather than an average number of visits.

Access and working hours: permits, escorts, shutdowns and work around customers or production affect the resources required.

Geography: the distribution of sites and the ability to coordinate visits affect travel and scheduling.

Evidence: define the records, readings, photographs, reports and certificates required for each task.

Included materials: identify consumables and replacement parts separately, with any allowance or limit stated clearly.

Build a comparison against the same asset list and tasks. Check the annual visit plan, excluded items, missed-access arrangements and charges for additional attendance. Confirm whether prices include VAT and how price reviews operate.

If an asset register is incomplete, identify the survey or verification work needed to establish it. Treat that as a defined starting task. It is more useful than accepting a low annual figure that leaves unknown equipment outside the priced scope.

A maintenance visit often identifies work beyond the scheduled task. The contract should explain how findings are prioritised, reported and quoted. Approval of the maintenance contract does not itself authorise every replacement later recommended.

Keep the finding linked to the quotation, approval and completion evidence. This makes the distinction between scheduled work and additional repairs visible throughout the year.

Review completed tasks, failed access, repeat faults, additional spend and unresolved recommendations. That information helps explain whether the contract scope still fits the building. An annual price alone does not show the cost of keeping the systems available and in good condition.

Only the written inclusions define what the fixed price covers. Check parts, reactive visits, specialist inspections and remedial work explicitly.

Yes. Compatible timing, access and competence allow tasks to be grouped. Each task still needs its own completion record.

Provide the asset register, existing maintenance schedule, recent reports, site list and access requirements. Identify gaps so the initial survey work can be priced clearly.

Explore Maintenance Contracts and Planned Preventative Maintenance. Read what a PPM schedule should include, or discuss your contract scope.