PM contract pricing across 1, 2, 5, and 10-asset accounts

Scheduled maintenance visits at agreed cadence — typically quarterly on commercial refrigeration, semi-annually on commercial HVAC.

Standard PM scope per visit: visual inspection, performance verification, cleaning of accessible coils, calibration check, electrical inspection, refrigerant charge verification, defrost cycle review, control function check, leak detection.

Routine consumables: filters, belts, gaskets where included in contract. Specifics vary by contract.

Reporting: written PM report after each visit covering findings, recommended repairs, and equipment status.

Refrigerant beyond top-off thresholds. Major recharges and leak repair beyond minor service.

Major component replacement: compressors, condenser fan motors, expansion valves, evaporator fan assemblies. Some contracts include with separate parts pricing.

Emergency response. Service contracts typically have separate emergency-response pricing or priority dispatch.

Capital improvements: equipment replacement, system upgrades, refrigerant retrofits.

For Tampa Bay service-contract customers, the line between PM and major service is documented in the service contract. Standard practice: PM is fixed-fee scheduled; major service is time-and-materials with priority labor rates.

Quarterly PM on a single walk-in cooler condensing unit and evaporator: typical fee $350–$650 per visit in Tampa Bay, depending on equipment access and complexity.

Annual cost (4 visits): $1,400–$2,600 for single-asset PM.

Per-visit minimum applies. Single-asset accounts typically don’t see meaningful volume discount.

For very small operators — a single foodservice walk-in, a single c-store ice machine — pure PM contracts can be more expensive per visit than time-and-materials demand service. The PM value is in the alarm-prevention and equipment-life extension, not in per-visit cost.

Two assets at the same site: economy of scale within the visit. Driving and setup time amortized across both assets.

Typical pricing: $500–$900 per visit for two co-located assets (e.g., walk-in cooler and walk-in freezer at the same restaurant).

Annual cost: $2,000–$3,600 for 2-asset PM at a single site.

Two assets at different sites: little economy of scale. Pricing approaches 2 × single-asset cost.

Five assets at one site (typical foodservice or c-store): walk-in cooler, walk-in freezer, ice machine, prep tables / reach-ins, RTU.

Typical pricing: $900–$1,500 per visit for 5 co-located assets.

Annual cost: $3,600–$6,000 for 5-asset PM at single site.

Five assets across multiple sites: lower economy of scale. Pricing depends on geographic clustering.

For Tampa Bay portfolio operators (multi-site foodservice, multi-store c-store): 5-asset PM at a single site is the typical building-block. Multi-building rollup multiplies through.

Ten or more assets typically span multiple sites or a single large operation (grocery store back of house, hotel kitchen + ice rooms + RTUs, large foodservice with multiple walk-ins).

Typical pricing: $1,500–$3,000 per visit at a single complex site (grocery, hotel) or per-site average across portfolio.

Annual cost: $6,000–$12,000+ depending on equipment complexity.

At this scale, contract structure typically shifts to portfolio-level pricing with site-tier allocation, refrigerant tracking integration (§82.157 compliance), and asset registry management. Suncoast service-contract customers at this scale typically use ArcticOS for portfolio-level visibility.

Equipment count and complexity per site.

Asset criticality and tier classification (Tier 1 mission-critical, Tier 2 standard, Tier 3 ancillary).

Site geography and travel time. Sites concentrated in central Tampa Bay (Tampa, St. Petersburg, Clearwater) have lower travel cost than spread-out sites in Pasco County or coastal Pinellas.

Service-tier expectations: priority response time for service contract customers, written SLA terms by site tier and severity, refrigerant-tracking integration.

Refrigerant compliance scope: §82.157 leak rate calculation, AIM Act §104 reclamation tracking, ColdSentry monitoring integration.

Coastal vs inland: coastal sites with salt-air corrosion progression require more frequent coil cleaning and electrical-enclosure inspection — higher PM scope per visit.

For operators without PM contracts, demand service is time-and-materials at standard rates. Tampa Bay commercial refrigeration service: typically $145–$210 per technician-hour during business hours; $220–$320 per technician-hour after-hours and weekends; emergency rates higher.

Trip charges: $95–$185 per trip for non-contract customers in Tampa Bay.

Annual cost variance for demand service: hard to predict, depends on equipment age, operating conditions, and reactive failure rate.

For multi-asset operators, PM contracts typically reduce annual service spend through earlier issue detection and avoided emergency labor premiums. We have a separate field note on T&M vs fixed-fee service comparison.

Single-asset operator: evaluate PM contract against equipment risk profile. For mission-critical single asset (vaccine fridge, blood-bank cooler, restaurant walk-in cooler), PM contract is risk management. For low-risk single asset, demand service may be more economic.

Multi-asset single-site operator: PM contract pricing scales sublinearly. Strong case for contract.

Multi-site portfolio operator: portfolio-level contract with asset registry and ColdSentry monitoring is standard practice. ArcticOS provides the portal for cross-site visibility.

For pricing-specific quotes on your equipment configuration, request a written PM contract proposal. Suncoast quotes are itemized by site, by asset, by tier, and by service-frequency expectation — not boilerplate flat-rate.