Plumbing maintenance contract for apartment associations

Typical contract content

• Agreed terms for emergency call-outs
• Planned inspection before the heating season
• Sewage maintenance flushing schedule
• Heat exchanger unit maintenance
• Written overview of the work done for the board

Why the contract benefits the association

Planned maintenance reduces the number of emergencies and makes costs predictable. In addition, we know the systems of a contracted building, which shortens the time to fix a fault since we don't need to search for shut-off points and pipework layout on site.

How we reach a contract

We visit the building on site, inspect the technical systems and set out what work the association needs. Based on that we agree the scope and terms of cooperation, which are drawn up as a written contract.

Preventive inspection and recording issues

The core of regular maintenance is inspection: we go through the basement and utility room pipework, shut-off points, the heat exchanger unit, the visible parts of the risers and communal-area plumbing fixtures. Every issue found is recorded with a note on whether it needs immediate attention or can wait for the next maintenance cycle.

The written overview gives the board a picture of the building's actual condition and a basis for budget planning, not just a list of work done.

How ordering work flows in a maintained building

For a contracted building it's agreed who from the association submits orders and through which channel. That way a request doesn't get stuck on someone's personal phone: the order reaches our dispatch, gets a description and a time, and a summary of the work done is sent back.

• Agreed contacts from the board or management company
• Order content, access and time fixed in writing
• Summary of the work done and the cause identified
• Larger jobs separately approved before starting

Emergency situations and planned work within the contract

We do planned work on the agreed schedule at a time convenient for the building. In an emergency situation — a water leak, riser blockage, heat loss — the terms already agreed beforehand apply, so there's no need to negotiate agreements during the crisis. Specific response times are set together with the association when drawing up the contract.

Which buildings a maintenance contract suits

The contract pays off most in buildings where the pipework or sewage is original, where faults recur, or where the board changes and technical knowledge of the building tends to get lost. It suits both a smaller association and buildings in a management company's portfolio in Tallinn and Harjumaa.

What affects the scope and terms of maintenance

The scope depends on the building's size and number of floors, the age and material of the pipework and sewage, the type and technical complexity of the heat exchanger unit, the amount of communal-area plumbing fixtures, and how much work the association wants included in the contract. We set these points after inspecting the site.