Bidfident for planned maintenance contractors
Estimating software for planned maintenance
Planned maintenance is priced task by task, often around the hours a building can spare. Bidfident prices boiler cleans, pump overhauls, valve repacking and system cleaning by number or as an item, with pipefitters and mechanical fitters at their own rates, the overnight boiler work at a line's own rate, refractory repairs as a subcontract, and a part-time supervisor by the week.
Enter your email and Bidfident sends you a sign-in link. New companies start with a starter rate library. Who runs Bidfident, and what it keeps about you.
Sound familiar?
The same tasks, worked out every year
Pump overhauls and valve repacks come round every year, and the hours get worked out again from scratch. In Bidfident tasks sit in the rate library with their hours per unit, and typing a description finds them with their prices.
A zero line nobody noticed
A valve line copied with only a quantity in it, or a pump with no quantity, and the tender goes out short. Bidfident flags lines to check: no cost code, no quantity, a line that comes to nothing, or hours or a material price more than 25% off the library's.
Overnight work at the day rate
Boiler work done overnight costs more, but a spreadsheet row doesn't show it. In Bidfident that line gets its own rate, marked in purple, while the rest of the job keeps the library rates.
How Bidfident fits your work
Your PPM tasks in one library
Pump overhauls, valve repacks and boiler cleans saved as tasks with their hours per unit. Every estimate uses the same company library, so each year's tender starts from the same hours.
Lines to check before it goes out
Bidfident flags lines with no cost code, no quantity, a total of zero, hours with no rate, or hours or a material price more than 25% off the library's. Mark a line as right and it stays quiet.
Overnight boiler work at its own rate
Give the overnight boiler lines their own rate. Only those lines change, and they're marked in purple so the enhancement is easy to see.
Refractory repairs as a subcontract
Enter each refractory quote side by side on the Subcontractors tab. The lowest is flagged and carried unless you choose another, and an excluded package carries nothing.
Optional work kept but not counted
Price an extra, such as a spare pump overhaul, then switch it off. It stays on the sheet struck through, with its cost before markups shown beside the totals.
Grouped by division
Group the sheet by division with subtotals, so the boilers and pumps sit under 38 Mechanical services, or name a division of your own, such as 38A for one building's systems.
Worked example: annual boiler and pump maintenance at a hospital
A made-up job, priced in Bidfident: 25 lines of your own work, 3 subcontract packages and 4 preliminaries items over a 2-week programme. The 5 lines this page talks about are listed one by one, and the rest are added up in one row. It's the same job you can open as an example project in Bidfident, so every figure below matches it.
To open this job in Bidfident: sign in and set up your company in the UK, then on the Projects screen, under Example project, pick "Shutdowns and turnarounds" and "Planned maintenance" and press Add example project.
| Item | Amount |
|---|---|
Boiler inspection and clean, overnight, 3 nr
| £4,260.00 |
Test and recommission, with log sheet, 3 nr
| £480.00 |
Overhaul circulating pumps, 6 nr
| £7,380.00 |
Repack and service valves, 40 nr
| £3,600.00 |
Chemical clean of the heating system, 1 item
| £3,360.00 |
20 more lines of your own work
| £18,134.40 |
| Item | Amount |
|---|---|
Boiler refractory repairs
| £7,200.00 |
Vibration analysis of pumps and fans
| £1,568.00 |
Parts found at boiler inspection, allowance
| £2,200.00 |
| Item | Amount |
|---|---|
Part-time maintenance supervisor
| £2,400.00 |
Service van and tools
| £716.00 |
Hospital induction and infection control training
| £770.00 |
Mobilisation and demobilisation
| £495.00 |
| Item | Amount |
|---|---|
Own work
| £37,214.40 |
| Excluded lines, not counted | £1,230.00 |
| Subcontractors | £10,968.00 |
Preliminaries
| £4,381.00 |
Direct cost
| £52,563.40 |
Contingency
| £1,576.90 |
Overheads and profit
| £8,121.05 |
| Subtotal before the bond | £62,261.35 |
Bond
| £0.00 |
Insurance
| £466.96 |
Tender total
| £62,728.31 |
VAT, for reference
| £12,545.66 |
See it in Bidfident
Coming soon Ask your estimate anything. Claude first, ChatGPT to follow. See how it will work
Questions
Can I keep my standard hours for each task?
Yes. Save each task in the rate library with its hours per unit, such as a pump overhaul at 10 hours. Every new estimate finds it as you type.
How do I price overnight work?
Give those lines their own rate. It's used for those lines only and marked in purple so you can see it.
Can I show an optional extra without adding it to the price?
Yes. Switch the line off. It stays on the sheet struck through, and the Bid summary tab shows it for reference only.
Can I price a job that runs one or two weeks?
Yes. The job duration is in weeks, and part weeks are allowed, such as 1.5. The supervisor and other weekly preliminaries follow it.
Does it track actual hours on each pump overhaul?
No. Bidfident prices the work. It doesn't track time or cost the job against actuals, so when an overhaul runs long, update its hours in the rate library.
Can I price the heating system chemical clean as one item?
Yes. Units are free text, so the clean can be 1 item with its pipefitter hours and the chemicals as material, while the pumps and valves stay by number.
Does Bidfident work with Claude or ChatGPT?
Not yet, but it's coming. You'll be able to connect Bidfident to your own Claude or ChatGPT account and ask about your estimates in plain English. The answers will come from Bidfident's own figures, so they match the estimate. It will use the account you already have: Claude first, ChatGPT to follow.
Price your next maintenance tender in Bidfident
Enter your email and Bidfident sends you a sign-in link. New companies start with a starter rate library. Who runs Bidfident, and what it keeps about you.