Free AI-generated office maintenance proposal — HVAC filters, lighting, minor repairs, and preventive schedules. Customize in 2 min, send as PDF or link.
Proposal from
Steadfast Facility Services
Prepared for
Hargrove Properties LLC
Office Building Preventive Maintenance — Annual Service Agreement
Four-story office building, 18,600 sq ft. Tenants: six commercial suites, shared lobby, three restroom banks, rooftop mechanical room. Scope covers monthly preventive maintenance visits, HVAC filter replacement program, lighting inspection and lamp replacement, minor repair response (up to $200 materials per incident), and quarterly building systems inspection.
Monthly visits (12x/year): — Inspect and test all exit signs and emergency lighting — Check and tighten all door hardware: hinges, closers, locks, and handles — Inspect plumbing fixtures for leaks, running toilets, and slow drains — Test GFCI outlets in restrooms and kitchenettes — Walk roof for debris, standing water, and flashing condition — Log and photograph any items flagged for repair Quarterly (March, June, September, December): — Replace all HVAC filters (MERV-8, 47 units across 4 floors) — Inspect and clean HVAC supply and return grilles — Test smoke detectors and carbon monoxide sensors (lobby and common areas) — Inspect weatherstripping on all exterior doors and operable windows Semi-annual (April and October): — Full lighting inspection: test all fixtures, replace failed lamps, check ballasts — Lubricate all door hinges, closers, and locksets — Inspect electrical panels for tripped breakers, heat discoloration, or labeling gaps Annual (November): — Full exterior walkthrough: parking lot lights, signage, and building envelope — Pressure wash building entry and loading dock area — Verify fire extinguisher inspection tags are current (flag any expired)
Included repairs (up to $200 materials per incident): — Door hardware adjustment or replacement (hinges, closers, strikes) — Interior light fixture repair or lamp replacement — Faucet washer, flapper, or supply line replacement — Cabinet hardware, drawer slides, and interior millwork fixes — Drywall patching up to 4" diameter (paint match billed separately if required) Repairs exceeding $200 in materials will be quoted in writing before work begins. Emergency response (nights, weekends, holidays): $95/hour, 2-hour minimum, confirmed by phone prior to dispatch.
Monthly preventive maintenance visits (12x/year): $680/month Quarterly HVAC filter replacement — 47 MERV-8 filters + labor: $420/event, billed quarterly Semi-annual lighting inspection and lamp replacement (parts + labor, up to 20 lamps): $310/event, billed at each occurrence Annual exterior inspection and pressure wash: $490, billed in November Monthly base: $680 Annual contract total (base + scheduled services): $10,400 Minor repair materials billed at cost. Emergency response: $95/hour (2-hour minimum). Terms: Annual agreement, Net 15 invoicing. First month and $500 materials deposit due at signing.
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Create Your Free AccountHVAC filter replacement schedules belong in the proposal, not in your head. MERV-8 filters in a standard office need replacement every 90 days. MERV-13 in a medical or tech environment runs 60 days. Put the exact filter type, part number, and replacement frequency in the proposal so the client knows what they're buying. Clients who don't see a schedule assume you're doing it whenever you feel like it.
Lighting quotes are cheaper than clients expect, which is why you should line-item LED retrofits separately. A 20-fixture fluorescent-to-LED conversion in a 5,000 sq ft office costs $800–$1,400 in materials and runs about 6 hours of labor. Quote it as a standalone add-on with the energy savings math — most buildings drop lighting costs 40–60% after conversion. Clients who see the payback period of 18–24 months almost always say yes.
Define 'minor repairs' before the contract is signed. To you it means fixing a loose door handle. To the client it means patching the drywall from when the contractor ran a conduit three years ago. Write a dollar ceiling: repairs up to $200 materials cost are included, anything over is quoted separately before work starts. This one line eliminates 80% of scope disagreements.
A written preventive maintenance calendar is your best sales tool. Most facilities managers have no idea when the last service was on anything. Hand them a 12-month schedule showing HVAC filters in January, April, July, and October; lamp checks and replacements in March and September; weatherstripping and door hardware inspection in November. When they can see the year laid out, the contract looks like a bargain compared to reactive repair bills.
Separate emergency response from scheduled maintenance in the pricing. Scheduled service is predictable and you can price it efficiently. Emergency calls — burst pipe on a Saturday, HVAC failure in July — carry real overtime cost. Quote a monthly base rate for scheduled work and a separate emergency hourly rate (typically 1.5x your standard rate). Clients who see bundled pricing always wonder if they're overpaying. Clients who see two clear line items understand exactly what they're getting.
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