What Does a Preventive Maintenance Contract Include?

 

It’s 2 a.m. on a steamy July night. A rooftop HVAC chiller that normally runs quietly and smoothly suddenly quits. Inside the plant, the temperature rises fast, alarms go off, and the night crew scrambles to protect machines that can’t handle heat. The facilities manager’s phone lights up: “System down—need help NOW.”

 

Sound familiar? Emergency breakdowns are the headache almost every operations leader dreads, not just for the stress but for the cost. Downtime on a single critical asset can cost $5,600 per minute in lost production, according to Aberdeen Strategy & Research. Add in overtime pay, rush shipping, and expensive parts. Suddenly, a small failure costs tens of thousands of dollars.

 

That’s why more plants, hospitals, and commercial builders are trading reactive “firefighting” for a written plan: the preventive maintenance (PM) contract. A PM contract locks in the routine inspections, tune-ups, and part replacements your equipment needs to stay healthy. Plus the fast-response backup plan you pray you’ll never need.

 

Yet when we talk to first-time buyers, one question bubbles up every time:

 

“Exactly what should a preventive maintenance contract include?”

 

Below, we’ll break down the five must-have clauses, the extras worth paying for, and a quick checklist you can use to vet any proposal. By the end, you’ll know how to protect uptime, budget smarter, and avoid that 2 a.m. catastrophe for good.

 

Why a Contract Beats “Call-Us-When-It-Breaks”

 

• Predictable budgeting – Flat monthly or quarterly fees replace surprise five-digit emergency invoices.

 

• Longer asset life – Routine service can extend mechanical life 20–25%, according to the U.S. Department of Energy.

 

• Fewer shutdowns – Companies with formal PM programs experience 3.5× fewer unplanned outages.

 

• Easier compliance – OSHA and EPA documentation is captured automatically during every visit.

 

In our work with Mid-Atlantic manufacturers, we’ve seen downtime hours implode, often by 40%, within the first six months of switching to a solid PM agreement.

 

Core Inclusions Every Preventive Maintenance Contract Needs

 

Not all maintenance contracts are the same. Before you sign anything, make sure it includes these five key services. If any of these are missing, ask the vendor to update the contract, or walk away.

 

1. Scheduled Inspections & Tune-Ups

 

These are regular checkups for your equipment. They help catch small issues before they become big problems. The backbone of PM. Your contract should clearly list:

 

• Frequency (monthly, quarterly, seasonal)

 

• Asset list with serial numbers (equipment ID numbers)

 

• Task list per visit—vibration readings, refrigerant levels (coolant), amperage pulls (electricity levels), thermostat settings, and more

 

Pro tip: Make sure you get inspection reports within 24 hours. Delayed reports can slow down repairs.

 

For more details on how this applies to HVAC systems, explore our HVAC preventive maintenance services.

 

2. Routine Cleaning & Lubrication

 

Dust, dirt, and friction wear down machines over time. Your contract should include:

 

• Filter replacements

 

• Coil cleaning

 

• Belt tensioning

 

• Bearing greasing (lubricating moving parts)

 

• Drain-pan treatment

 

Even small chores like cleaning coils can lower your energy bills by up to 30%, according to Energy Star.

 

3. Replacement Parts & Consumables

 

The best contracts cover basic parts like belts, seals, and filters, so you’re not hit with surprise charges later. Make sure it explains:

 

• Whether parts are original (OEM) or aftermarket parts

 

• Any limits on price markups (e.g., “no more than 15% above list price”)

 

• What parts the company keeps in stock for faster repairs

 

4. Emergency Support & Priority Response

 

Even with regular care, things can still break. That’s why quality agreements should include:

 

• 24/7 emergency dispatch phone number with a real person answering

 

• Guaranteed on-site response times (≤ 4 hours is gold standard)

 

• Discounted labor for covered equipment

 

Camali clients get priority service. No more waiting until tomorrow.

 

5. Documentation, Reporting & Compliance Records

 

Every visit should come with a digital service report that includes:

 

• Photos and readings

 

• Technician notes

 

• Equipment updates

 

These reports can be stored in your dashboard or CMMS system. They’re also helpful for safety audits and insurance claims.

 

Want full-service protection beyond just HVAC? See how our facility maintenance services help prevent equipment failure and improve performance.

 

Optional Add-Ons to Consider

 

• IoT Remote Monitoring: Sensors push real-time data to our command center; anomalies trigger service before failure.

 

• CMMS Integration: This puts all your equipment history and service logs in one easy-to-use dashboard, no more hunting through folders.

 

• Extended Parts Warranty: Adds 1–3 years to OEM coverage.

 

• Energy-Efficiency Retrofits: Variable-frequency drives (VFDs), LED upgrades, or demand-control ventilation that cut utility bills 10–20%.

 

How to Evaluate a Preventive Maintenance Proposal

 

Scope & Service Frequency

 

Match frequency to asset criticality. Mission-critical chillers? Monthly. Office split systems? Maybe semi-annual.

 

Provider Qualifications & Safety

 

Technicians should hold EPA 608, OSHA 30, NICET, or similar credentials. Verify background checks and drug testing. Safety lapses wipe out any savings. Hiring a certified tech ensures your equipment is in safe, capable hands.

 

SLAs, KPIs & Cost Structure

 

• SLAs: Response time, first-time-fix rate, spare-parts inventory levels.

 

• KPIs: Mean time between failures (MTBF), cost per run-hour, energy savings.

 

• Cost: Clear labor rates, markup caps, escalation clauses.

 

ROI Snapshot: Real Numbers, Not Hype

 

Camali reviewed 22 food-processing clients that switched from break-fix to our PM contract:

 

Metric (Year 1)	Before Contract	After Contract	Result
Unplanned downtime hours	280	160	↘ 43%
Total maintenance spend	$2.1M	$1.74M	↘ 17%
Payback period	—	7.4 months	N/A

 

Quote:

“Camali’s plan cut our emergency work orders in half within six months.”

— J. Ramirez, Facilities Manager, Apex Foods (Source: internal client testimonial, 2025)

 

Why Camali Corp Is the Smart Choice

 

For 25 years we’ve kept hospitals, manufacturers, and commercial builders humming across the Mid-Atlantic. Clients choose us for:

 

• Certified techs, not subcontractors

 

• 24/7 in-house call center—no answering service

 

• Live IoT monitoring paired with seasoned eyes

 

Ready to stop firefighting and start planning?

 

👉 Book a free asset audit today or call (949) 580-0250.