Planned Maintenance Contracts in the United Kingdom: What Housing Providers Need to Know

Future-Proofing Public Assets Starts with Planned Maintenance

Planned maintenance is the foundation of long-term housing asset management across the United Kingdom. For housing associations, ALMOs (arms-length management organisations), and local authorities, having a well-defined planned maintenance contract is not only a regulatory requirement — it is a strategic necessity.

In an era of budget constraints, tenant expectations, and evolving compliance standards, the role of a robust, properly procured planned maintenance agreement has never been more critical. This guide breaks down what housing providers across the UK need to know about designing, procuring, and managing planned maintenance contracts that deliver real, measurable value.

Understanding Planned Maintenance: More Than Just a Schedule

Planned maintenance refers to scheduled, proactive interventions that maintain or improve the condition of housing stock and related assets. Unlike reactive repairs, which are triggered by immediate failures or tenant complaints, planned maintenance:

• Anticipates issues before they become costly or dangerous
• Extends the life of key building components
• Ensures consistent compliance with health, safety, and housing standards
• Reduces long-term maintenance expenditure

Examples of planned maintenance activities include:

• Roof repairs and replacements
• External painting and rendering
• Boiler servicing and upgrades
• Kitchen and bathroom modernisations
• Electrical safety checks and rewiring
• Fire door replacements and passive fire protection

Well-structured contracts define what work will take place, when it will be delivered, how tenants will be notified, and how performance will be monitored.

 

 

Why Planned Maintenance Matters for Housing Providers in the United Kingdom

In the UK, housing providers face a complex web of challenges: ageing building stock, decarbonisation targets, tenant wellbeing, and increasing regulatory pressure. Planned maintenance addresses these challenges head-on by offering a strategic tool for portfolio resilience.

Benefits include:

• Asset longevity: Routine upkeep extends the usable life of homes and reduces future capital spending.
• Compliance assurance: Planned maintenance supports adherence to HHSRS, Building Safety Act 2022, and other key standards.
• Tenant satisfaction: Fewer breakdowns mean fewer complaints, less disruption, and greater trust.
• Cost control: Planned works are typically cheaper per unit than reactive repairs.
• Procurement stability: Long-term contracts create predictable workloads and supplier relationships.

For housing providers managing hundreds or thousands of homes, having a proactive planned maintenance strategy is the difference between smooth operations and continuous crisis management.

Key Components of a Planned Maintenance Contract

A successful planned maintenance contract should be more than a list of works — it should be a well-defined service partnership that protects assets, tenants, and budgets.

Here’s what every housing provider should look for:

1. Detailed Asset Surveys and Stock Condition Data

Quality planned maintenance starts with reliable data. Before work begins, the contractor should undertake or integrate detailed stock condition surveys, identifying:

• Age and condition of building elements
• Remaining life of key components
• Priority works over a multi-year period

This data underpins the maintenance schedule and should be updated regularly throughout the contract.

2. Clear Scope of Works

The contract must specify what is included, and what is not. This avoids disputes and ensures clarity across both operational teams and tenants.

• Define which property types are covered
• Outline which services apply to communal areas
• Include performance specifications for materials and finishes

3. Scheduled Works and Cycles

Create a timeline for regular interventions. Examples:

• External painting every 7 years
• Heating servicing annually
• Bathroom replacements every 25 years

Ensure that the schedule reflects actual wear and use — not arbitrary timelines.

4. Resident Engagement Procedures

Works can disrupt tenants, so contracts must outline communication plans, notice periods, and support services. This may include:

• Appointment booking systems
• Welfare considerations (e.g. for vulnerable residents)
• Feedback collection after works completion

5. Health and Safety Compliance

The contract must embed legal obligations, including:

• Contractor health and safety protocols
• Asbestos awareness and procedures
• Fire stopping and escape routes during works
• Environmental controls (e.g. waste disposal, noise)

6. Performance Monitoring and KPIs

To track contract delivery, include KPIs and regular reporting schedules. Common indicators include:

• Number of planned works completed on time
• Tenant satisfaction scores
• Number of non-compliance incidents
• Response times to additional instructions

Contract Structures: Choosing the Right Model for Your Organisation

There are several ways to structure a planned maintenance contract. The best choice depends on the scale of your organisation, internal resources, and procurement strategy.

1. Term Contracts (e.g. 5 or 10 years)

Fixed-period contracts for specific services, usually with extension options. Ideal for large-scale housing providers looking for continuity.

2. Framework Agreements

Pre-approved suppliers are selected for specific workstreams, allowing flexibility and multiple award routes. Good for varied or regionally spread portfolios.

3. Partnering or Integrated Service Contracts

Combines planned, responsive, and compliance services under one umbrella. Enhances efficiency and simplifies management but requires strong supplier alignment.

Each model should be evaluated for:

• Procurement complexity
• Supplier availability
• Contract management capacity
• Value for money

How to Procure a Planned Maintenance Contract in the United Kingdom

Procurement rules vary depending on organisation type, contract value, and public funding use. In the UK, most housing associations and public bodies must comply with the Public Contracts Regulations 2015.

Key procurement steps include:

1. Pre-procurement planning
   • Review existing performance and future needs
   • Consult internal teams and tenant panels
   • Prepare detailed specifications and evaluation criteria
2. Advertising the opportunity
   • Use Find a Tender, Contracts Finder, or regional frameworks
   • Ensure full transparency for prospective bidders
3. Supplier assessment
   • Evaluate technical expertise, financial stability, and social value commitments
   • Use frameworks like Constructionline, CHAS, or other pre-qualification tools
4. Tender evaluation and award
   • Score against a mix of quality and cost (not price alone)
   • Prioritise added value, including innovation and sustainability
5. Contract mobilisation
   • Agree mobilisation plans and data transfer
   • Train internal teams and set up reporting tools
   • Notify residents and local partners

Planned Maintenance and Net Zero: Aligning Contracts with Sustainability Goals

As the UK moves toward legally binding environmental targets, housing providers are increasingly expected to embed sustainability into their asset management strategies. Planned maintenance contracts play a vital role in this transition by enabling the systematic upgrade of housing stock in line with Net Zero ambitions.

Planned works can integrate:

• Low-carbon heating system replacements
• Upgrades to energy-efficient windows and doors
• Insulation improvements during cyclical refurbishments
• Solar PV integration into roofing works
• LED lighting retrofits in communal areas

By bundling energy-saving upgrades with planned maintenance schedules, housing providers can reduce costs, improve energy performance, and access government funding streams more efficiently.

Contracts should therefore be designed with flexibility to accommodate retrofit priorities, and providers like Cardo Group are well-placed to deliver programmes that meet both maintenance and environmental objectives — all under one service model.

Avoiding Common Pitfalls in Planned Maintenance Contracts

Planned maintenance contracts can go wrong when planning is rushed or scope is vague. Here are key mistakes to avoid:

• Poor asset data: Inaccurate or outdated surveys lead to misinformed scheduling.
• Inflexible terms: Contracts that can’t adapt to legislative change or tenant needs become a liability.
• Weak resident communication: Failing to notify and support tenants leads to complaints and refusals of access.
• Lack of performance oversight: Without KPIs and monitoring, even reputable contractors may under-deliver.
• Overlapping contracts: Mixing different suppliers for similar works in the same area creates inefficiency and confusion.

The Role of Digital Tools in Contract Performance and Planning

Modern planned maintenance contracts benefit significantly from digital integration, especially in terms of contract management, performance reporting, and tenant engagement. Housing providers should expect their contractors to operate with:

• Real-time tracking of job status and completion
• Digital dashboards for KPI and compliance monitoring
• Automated resident notifications and feedback collection
• Integration with asset management software for scheduling

Digital systems enhance transparency, reduce manual reporting, and improve the responsiveness of maintenance teams. Cardo Group’s investment in mobile workforce technology and performance data platforms means clients always have a clear view of service delivery — from the condition of a single property to the performance of a multi-year framework.

Incorporating digital solutions into contract planning ensures smoother service delivery and greater value from every planned maintenance investment.

 

 

Working with Cardo Group: A Strategic Approach to Planned Maintenance

Cardo Group supports housing providers across the United Kingdom with high-quality planned maintenance services grounded in asset data, tenant engagement, and operational excellence.

Our offer includes:

• Integration of responsive, void, compliance, and planned works
• Regionally delivered services through Cardo (South & Central), Cardo (Wales & West), and Cardo (Scotland)
• Expertise in public procurement, mobilisation, and KPI development
• Ongoing investment in digital tools for job tracking and reporting
• Alignment with national standards including ISO 9001 and CHAS

By working with a single, trusted provider, clients benefit from streamlined communication, reduced administrative burden, and long-term housing asset protection.

Planning Today for the Housing Demands of Tomorrow

Planned maintenance is not an optional extra — it’s a fundamental part of delivering safe, sustainable housing across the United Kingdom. For housing providers, success lies in the quality of the contract, the strength of the partnership, and the ability to proactively manage the built environment.

With careful procurement, accurate asset data, and transparent performance monitoring, planned maintenance contracts can deliver real value for money while safeguarding the future of public housing.

For more information on how Cardo Group can support your organisation’s planned maintenance strategy, visit cardogroup.co.uk.