What to Look for in a Long-Term Facilities Maintenance Provider: A Guide for Public Sector Buyers
- Waterhouse
- May 23
- 3 min read
Updated: May 27
Finding a reliable, long-term facilities maintenance partner is critical. This is especially true if you're running a school or healthcare facility. Downtime is not an option, and your users are under your duty of care.
The right Planned Preventative Maintenance (PPM) provider can mean the difference between delivering your core duties safely, and putting your users at serious risk.
In this guide, we’ll walk through what to look for in a trusted maintenance contractor and how to ensure your facility remains compliant, cost-effective, and cared for year-round.
Why Long-Term PPM Contracts Matter
All public sector buildings, from schools to hospitals, require constant upkeep. A multi-year PPM contract offers numerous benefits:
Cost predictability
Stress free regulatory compliance
Improved health & safety measures
Fewer emergency repairs (saving money in the long run)
Extended asset lifespans (reducing waste)
Expert management of maintenance processes (saving you time)
At Waterhouse, we’ve specialised in delivering exactly this kind of consistent, professional support for decades, with a strong focus on facilities across the South West.
5 Must-Haves in a Facilities Maintenance Partner
1. Experience in the Public Sector
Choose a provider who understands the specific demands of public buildings. Schools and healthcare settings have strict regulations, and often require different ways of working to commercial premises.
Look for partners who’ve worked with local authorities, academies, NHS trusts, and similar institutions.
Tip: Ask your potential provider for case studies or references from schools or councils in the area. Local experience matters.
2. Comprehensive Services Under One Roof
A single provider offering everything from reactive repairs to long-term PPM planning makes life simpler. At Waterhouse, we deliver construction, engineering, and facilities maintenance services, including electrical, mechanical, and fabric maintenance—all coordinated by one expert team.
An added benefit of choosing Waterhouse or a similar provider is our use of in-house engineers. Many PPM suppliers simply subcontract works - increasing costs and reducing service quality.
3. Proven Health & Safety Standards
Compliance is non-negotiable. Your partner should be up to date with:
Health and Safety Executive (HSE) guidelines
CQC and Ofsted requirements
Fire safety regulations
DBS checks for all site staff
Visit HSE.gov.uk for official UK health and safety guidance.
4. Clear Reporting & Communication
Transparency is key. Look for a contractor that uses digital reporting tools and provides regular updates. A good provider will help you prepare for inspections and audits, with compliance-ready documentation.
Tip: Agree KPIs, reporting and escalation mechanisms at the outset of a contract. You don't want to be reviewing these checks and balances after something has gone wrong.
5. Local Knowledge and Rapid Response
Whether it’s a heating failure in a school or an urgent repair in a healthcare facility, your provider needs to respond quickly.
Working with a South West-based team like Waterhouse ensures faster support and better understanding of local infrastructure and council processes.
Local providers are staffed by local engineers, increasingly the likelihood of rapid call out times, especially in emergency situations.
FAQs
Q: What’s the difference between PPM and reactive maintenance?
A: PPM is planned and preventative—aimed at avoiding failures. Reactive maintenance fixes things after they’ve broken. A good facilities partner will combine both.
Q: How can I justify a long-term contract to my board or governors?
Q: How much does a PPM contract typically cost for a school or healthcare site?
Q: What is included in a typical PPM schedule for schools or public buildings?
In Summary
Choosing the right long-term facilities maintenance partner is about more than just ticking boxes—it’s about securing peace of mind, safety, and operational continuity for your site.
If you're responsible for a school, council building, or healthcare facility in Bristol, Bath, North Somerset or Somerset, Waterhouse is here to help. Let’s talk about a custom multi-year PPM plan that works for you.
Contact our team today for a no-obligation consultation.
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