Maintenance Contract Quoting

Quickly develop Consistent and Accurate Quotes for many different types of Maintenance Contracts

The maintenance contract quoting process of the PENTA Field Service Software suite is based on standards defined within the maintenance contract estimating catalog for each type of customer equipment you service. Customer equipment is categorized by equipment class/manufacturer/capacity/service level. Variables that may be defined and that are used when developing quotes for each class/manufacturer/capacity/service level include:

• Frequency of service: quarterly, semi-annual, annual, etc.
• For each recommended inspection or service date:
  • Tasks to be performed
  • Type of resource required (HVAC tech, plumber, electrician, etc.)
  • An estimate of the amount of time for each task
  • The materials needed to perform the service
• Option to include reserve/contingency labor hours & dollars as well as material dollars. For example, a comprehensive service contract needs to include anticipated hours and dollars for repairs as well as preventive maintenance

Generate specific customer quotes by specifying the quantities of equipment by class/manufacture/capacity and the requested service level to be included in a maintenance contract. Assign either standard rate schedules or a desired gross profit percentage to price the proposal. PENTA combines this information with the standards from the estimating catalog to determine the basic cost and recommended sell price for the proposed maintenance. If authorized, the individual creating the quote can manually override any of the standard values brought in from the catalog to account for things such as the age or condition of equipment, accessibility, etc. You may also record additional estimated costs such as travel expense, initial inspection fees, site survey, etc. PENTA allows you to easily and quickly prepare multiple versions of your proposal in order to provide the customer various options such as the frequency of service calls or comprehensive coverage versus preventive maintenance only.

Once a proposal is approved internally and accepted by the customer, a contract administrator can easily create or renew the maintenance contract from the proposal simply by specifying the quote number and version upon which to base it. PENTA then loads information such as the customer, the contract amount, the equipment, the associated maintenance schedules, and the task lists and their associated resource and material requirements from the quote into the maintenance contract.

From the maintenance schedules and their associated resource requirements, PENTA provides a report for the service manager to project manpower requirements by resource type for a given time period. This allows the service manager to make sure they are adequately staffed to provide the scheduled service. Having the material/parts requirements allows PENTA to provide a purchaser with a report of the types and quantities of materials needed over a given time period. This allows the purchaser to:

• Make sure there is an adequate but not overstocked inventory of parts and materials to support the scheduled maintenance.
• Take advantage of quantity price breaks by knowing how many of something is needed over time, so they can purchase larger quantities confidently without worrying about overbuying.