Planned Maintenance Contracts in London
Heating, cooling, ventilation, controls and compliance for a block, a building or a portfolio, on one annual programme with one fixed figure, a photographed report after every visit and a same-day line when something fails. For managing agents, facilities managers and landlords across Greater London.
Mainteniq provides planned maintenance contracts for landlords, managing agents, residential blocks and commercial buildings across Greater London, all 32 boroughs, from our Westminster SW1 base.
- One contract covers HVAC, heating, ventilation, HIUs, BMS, plumbing, electrical and compliance certificates, with one annual schedule, one point of contact, a photographed report after every visit logged in Maintivo, tracked renewal dates and an emergency line with a same-day response.
- Managing agents and RTM companies looking after a residential block should start with our block maintenance contracts page.
Which Building Are You Looking After?
The contract is the same shape every time. What goes in it depends on the building.
Residential blocks
Managing agents, RTM companies, freeholders
- Every HIU, FCU and MVHR unit in the flats
- Plant room, communal boilers and BMS
- Per-unit pricing, block summary for the directors
Commercial buildings
Facilities managers, office and hotel operators
- VRF, chillers, AHUs, fan coil units
- F-Gas leak checks and TM44 inside the contract
- Out-of-hours visits, report into the O&M file
Landlord portfolios
Portfolio landlords, short-let operators
- Boilers, AC and ventilation across every property
- CP12, EICR and PAT on one renewal calendar
- One number for tenants, one report pack for you
What Is in the Contract
Every asset gets a task list, a frequency and an output. This is the shape of the programme; the survey decides which rows apply to your building.
| System | What we do | How often | What you receive |
|---|---|---|---|
| Air conditioning | Split, multi-split, VRF; coil and filter clean, refrigerant check, controls | Annual, pre-summer check for commercial | Service report, F-Gas leak record |
| Heating and boilers | Boilers, plant room, pumps, pressurisation, controls | Annual, before the heating season | Service report, gas safety record |
| Heat interface units | Plate exchanger descale, strainers, valves, controls, per flat | Annual; six-monthly for older units | Per-unit report and certificate |
| Fan coil units | Filter and coil clean, valve and actuator test, condensate | Two to four visits a year by environment | Service report per unit |
| MVHR and ventilation | Filters, fans, heat exchanger, airflow balance | Annual | Service report |
| BMS and controls | Set points, schedules, alarms, sensor calibration | Quarterly check, annual review | Settings report, fault log |
| Compliance | CP12, EICR, PAT, TM44, F-Gas, Legionella coordination | Tracked to each certificate's own cycle | Certificate, renewal date tracked |
| Emergency cover | Emergency line, same-day response, priority for contract sites | All year | Call-out report, root cause noted |
Reactive vs Planned, Line by Line
Most buildings we take on are running reactively. This is what changes.
| Reactive | Planned contract | |
|---|---|---|
| Cost | Unknown until the invoice arrives | One annual figure, itemised, agreed before the year |
| Breakdowns | Found by the tenant, usually in the worst week | Found by the engineer at the service visit |
| Response | Whoever is free, at emergency rates | Same-day target, priority line, engineer who knows the site |
| Records | An invoice and a WhatsApp photo | Photographed report per asset, certificates filed, renewals tracked |
| Compliance | Chased at renewal, sometimes missed | On the calendar, done before it lapses |
| Who owns the problem | Three contractors blaming each other | One contractor for heating, cooling, ventilation and controls |
From First Call to a Building on a Programme
Five steps. The survey is the only one that needs your time.
- 1
Site survey
We walk the building, list every asset with make, model and condition, and note what is failing and what has never been serviced.
- 2
Fixed annual quote
Itemised by asset, with the visit frequency for each. Block and portfolio rates where they apply. Repairs priced separately.
- 3
Schedule agreed
Visits timed around occupancy and the seasons. Access plan written down, including who notifies residents or tenants.
- 4
Visits and reports
Each visit completed in Maintivo on site: photos, readings, work done, recommendations. Report in your inbox the same day.
- 5
Quarterly review
A short summary each quarter: what was done, what is coming, what should be budgeted. The contract adjusts as the building does.
Plant rooms, roofs and risers
One contractor for the whole building, not six phone numbers
Heating, cooling, ventilation, controls and certificates on one schedule with one engineer who already knows the plant. When something fails, you call one number and the person who answers has the service history in front of them.
See how a block contract worksHow the Contract Is Priced
- One fixed annual figure for the planned programme, itemised by asset so you can see what each line buys
- Block and portfolio rates: the per-unit price steps down as the number of units or properties rises
- Repairs and parts beyond the service are quoted separately and approved by you before any work
- Units or properties we cannot access are not billed, and the return visit is included
- Twelve-month term, reviewed each quarter, so the programme can grow or shrink with the building
- No numbers on this page on purpose: every quote follows a survey, so the figure covers what is actually on site
What Arrives After Every Visit
Completed in Maintivo on site, sent the same day. Written so a director or an auditor can read it, not just an engineer.
The coil, the filter, the exchanger, the fault. You see the work without going to site.
Temperatures, pressures, refrigerant charge, control set points, recorded each visit so drift is visible.
What was cleaned, calibrated or replaced, and what needs budgeting, in priority order.
F-Gas records, gas safety, TM44, EICR, filed with the report and tracked to the next due date.
The Compliance Calendar We Run for You
These are the certificates most London buildings need and how often. Inside a contract they sit on one calendar and we chase them, not you.
| Certificate | Applies to | How often |
|---|---|---|
| Gas Safety Certificate (CP12) | Any let property with a gas appliance | Every 12 months |
| EICR | All private rented property in England | Every 5 years, or at change of tenancy if sooner |
| F-Gas leak check | Air conditioning and heat pumps above the charge threshold | Every 12, 6 or 3 months by refrigerant charge |
| TM44 inspection | Buildings with more than 12kW of cooling | Every 5 years |
| PAT testing | Appliances supplied by the landlord | Annually, as good practice |
| Legionella risk assessment | Every let property and commercial building | Reviewed every 2 years or on change |
Cycles are the usual legal or good-practice intervals; the survey confirms which apply to your building.