For optimum building operation and low costs
Why maintenance?
Regular maintenance is crucial to ensure the service life, reliability and functionality of machines, devices and systems. The following benefits illustrate why maintenance is useful and important
1. avoidance of breakdowns and expensive repairs
Regular maintenance helps to identify potential problems and eliminate signs of wear before they lead to expensive breakdowns or repairs.
Preventive maintenance can avoid excessive wear and unplanned downtimes, which is particularly important in industries with continuous production.
2. ensuring operational safety
Machines and systems that are regularly maintained run more safely and pose fewer risks to operators. In many sectors, such as industry or healthcare, there are legal requirements that stipulate regular maintenance in order to minimize accidents and hazards
3. increasing the service life of systems
Regular maintenance can significantly extend the service life of machines and equipment by keeping them in optimum condition at all times.
This means long-term savings as new purchases are required less frequently.
4. optimization of performance
Regular adjustments, cleaning and the replacement of wearing parts keep the performance of the appliances at a high level.
This means that the machines run more efficiently and energy consumption can be reduced, resulting in lower operating costs.
5. compliance with legal regulations and standards
In the course of maintenance, statutory inspections are often also carried out (e.g. for air conditioning systems).
In many industries, there are regulations that stipulate regular maintenance for certain devices, systems and machines, e.g. for fire protection or electrical systems.
Compliance with these maintenance requirements not only protects employees, but is often also a prerequisite for warranty and insurance claims as well as for official approvals and increases legal certainty in building operations.
6. environmental protection and energy efficiency
Maintenance contributes to energy efficiency by ensuring that appliances and machines operate at optimum consumption (e.g. heat pumps, air conditioning systems).
In addition, maintenance can help to reduce emissions and minimize wear and tear on the system, which is good for the environment.
7 Documentation and verification
Maintenance work is largely documented, which has the advantage for the operator of being able to verify the condition and service history of the appliance at any time.
Regular maintenance and the associated documentation are of great importance in the event of insurance claims or inspections by the authorities.
Regular maintenance is a sensible investment in the safety, reliability, legal certainty and efficiency of building operations. It not only prevents costly damage and breakdowns, but also helps to significantly extend the service life of systems and noticeably reduce operating costs.
Why maintenance contracts?
A maintenance contract allows you to benefit from the advantages listed above and ensures that regular maintenance is carried out and that help is available quickly in the event of a fault.
However, before concluding a maintenance contract, there are a few important points to consider in order to avoid misunderstandings and unnecessary costs. The following points are particularly relevant:
Scope of maintenance services
The first step in concluding a maintenance contract is to precisely define the services. Clarify which work is included in the maintenance and which may be billed as additional costs:
- Regular inspections: How often do they take place and what is checked?
- Cleaning, adjustments, calibrations: Are these services included?
- Replacement of wearing parts: Are material costs covered or only labor costs?
A detailed contract helps to avoid unexpected costs and discussions.
Procedure and communication
Agree a clear maintenance procedure with the service provider – from scheduling to log transmission. It is important to define clear processes, file formats, responsibilities, telephone numbers and email addresses.
Response times and availability
Fast response times are crucial, especially for systems that are essential for day-to-day business. Pay attention to the guaranteed response and resolution times in the contract:
- Response time: Time period in which the service provider receives the request and begins work.
- Resolution time: Time until the problem is resolved.
- Availability: Is it a service with 24/7 availability or only during business hours?
Cost structure and terms
- Costs: It is important to be clear about the cost structure. Are there monthly, quarterly or annual fees? Can certain services be billed additionally?
- Contract term and notice periods: Many maintenance contracts have minimum terms. Pay attention to how long you are bound to the contract and whether there are flexible options for extending or terminating the contract.
Repairs and emergency service
Check whether the contract also covers emergency repairs or whether these are billed separately. A comprehensive maintenance contract should also clearly define whether the costs for spare parts and working time are included in the maintenance fee or whether they are invoiced separately (include prices for hourly rates, night and weekend surcharges and travel costs in the maintenance contract).
Documentation and protocols
Make sure that the contract provides for detailed documentation of the maintenance work. This not only helps you to keep track of the work carried out, but also serves as proof for insurance companies or authorities. Define how and to whom the maintenance invoices and logs must be sent.
Qualification of the service personnel
Qualified maintenance can significantly extend the service life of appliances. Find out about the qualifications and training of the personnel responsible for maintenance or include this in the maintenance contract. Many providers rely on certified technicians to ensure the quality of maintenance.
Insurance
Clarify who is liable in the event of damage occurring during maintenance. Reputable service providers have liability insurance (have the amount of insurance cover confirmed in writing) that covers any damage that may occur during maintenance work.
Extensions, adjustments and termination of the contract
Depending on the type and use of the devices, it may be necessary to adjust the contract over time. Please note the conditions for extensions, modifications or termination of the contract and how flexibly the provider reacts to changes.
Evaluation and references
A reliable maintenance service provider will be happy to provide you with references and testimonials from other customers. Reviews and recommendations can help you to better assess the quality and professionalism of the service provider.
Types of maintenance contracts
There are different types of maintenance contracts for building operations, which cover different maintenance services depending on requirements. Choosing the right maintenance contract depends on factors such as the type of system to be maintained, frequency of use and safety requirements. Here are the most common types of maintenance contracts:
Full maintenance contract
A full maintenance contract is the most comprehensive maintenance contract and covers all necessary maintenance and repair work, including the replacement of wearing parts and often also emergency call-outs.
The contract offers an “all-round carefree” package and is often used for production or usage-critical or expensive systems where failures can cause major losses/damage/malfunctions, e.g. elevators.
Inspection contract
With an inspection contract, the system to be maintained is inspected regularly to document its condition and identify potential weak points in the future.
Inspection contracts are often limited to the detection of wear and tear and potential faults and do not include repairs or maintenance.
This type is well suited for devices or machines with low maintenance requirements or as cost-effective condition monitoring for the preventive detection of weak points.
Maintenance contract
In addition to the inspection, the maintenance contract also includes preventive maintenance measures to maintain the functionality of the system.
These contracts are specifically designed to maximize uptime and prevent costly damage before it occurs.
Maintenance contracts are particularly suitable for machines or systems that are in continuous use and where a breakdown would result in high costs.
Repair contract
A repair contract only offers services in the event of a defect or failure of the system. Regular maintenance work is usually not included.
The contract is usually designed for emergency repairs and is often “on call” so that the service provider only takes action when necessary.
This type is a cost-effective option for devices with low susceptibility to faults, but can lead to longer downtimes in an emergency.
Preventive maintenance contract
A preventive maintenance contract includes planned maintenance work and inspections based on foreseeable signs of wear and tear and planned usage cycles.
The aim is to avoid unplanned downtime, to replace wearing parts regularly and to ensure that the devices are optimally adjusted.
This type is suitable for machines or systems that are subject to continuous use and for which predictable maintenance intervals make sense.
Remote maintenance contract
With a remote maintenance contract, the service provider offers the option of maintaining the system or IT infrastructure remotely and rectifying problems without an on-site visit.
This maintenance is particularly common for IT systems and software, as most problems can be solved digitally.
Remote maintenance offers fast assistance and is often cheaper than on-site maintenance work, but it is limited for physical maintenance work.
Time and material contract (pay-per-use)
With the time and materials contract, the maintenance costs are calculated on the basis of the actual time and materials used.
There are no fixed monthly costs; instead, billing is based on time and effort, which offers flexibility.
This type is suitable for companies that only require occasional maintenance and do not want to plan a fixed maintenance budget.
Service Level Agreement (SLA)
A service level agreement is a type of maintenance contract that guarantees certain performance standards, e.g. maximum downtimes, response and resolution times.
SLAs are particularly common in the IT industry and for business-critical systems, as they define precise availability and quality guarantees.
This type of contract is suitable if there are high security and availability requirements and a fixed level of service is expected.
Choosing the right maintenance contract depends on the specific requirements of the company and the systems to be maintained. Companies with critical systems or a high degree of utilization often benefit from comprehensive contracts such as a full maintenance contract or an SLA. For devices with a low susceptibility to faults, simpler contracts such as the inspection or repair contract may be sufficient.
Summary
A maintenance contract is an investment in the safety and functionality of your devices and systems. A clearly formulated contract that covers these aspects ensures transparency and can save time and money in the long term. Invest sufficient time and know-how in the contract review and consultation to ensure that the contract optimally meets your requirements.
As you can see, correct maintenance and inspections are essential for the reliability and efficiency of buildings and systems. Our MyBuilding24 app helps you to keep track of all maintenance work easily and reliably so that you don’t overlook this important maintenance and reminds you in good time when it needs to be carried out.
If you want to keep your properties, systems, machines and devices in top condition and have your inspection and maintenance obligations under control, then use our my building24 APP or follow this link and register today – https://mybuilding24.com/de/ – to keep your building running efficiently and reliably for a long time to come.
