Preventive visits · fault response · one point of contact
IT Annual Maintenance Contracts for Networks and Installed Systems
An IT annual maintenance contract from GS TechGuard keeps your network, CCTV, access control, fire alarm and UPS systems in good order all year. We visit on a schedule, fix small problems before they grow, respond to faults within agreed times and keep records that make audits and budgets easier.
- One contract for network, security, fire and power
- Scheduled visits with written reports
- Response times written into the agreement
Most organisations only call a technician when something breaks. By then, the failed hard drive has lost a month of footage, the dead UPS battery has crashed the server and the faulty access controller has locked staff out of the office. An IT annual maintenance contract changes the pattern. Instead of reacting to failures, you get planned care that prevents most of them, plus a clear route for help when something does go wrong.
This page explains what an IT annual maintenance contract (AMC) covers and what it does not, how visits and response times work, which systems we include and how pricing works.
Support and maintenance
What an IT annual maintenance contract covers
Every contract is written around your systems, but most include these elements:
- Preventive maintenance visits on a fixed schedule, with a checklist for each system.
- Fault response within agreed times, by phone, remote access or site visit.
- Firmware and software updates for network devices, recorders and controllers.
- Health checks on storage, batteries, cooling and cabling.
- User changes such as adding staff to access control or creating new Wi-Fi accounts.
- Documentation updates so drawings, passwords and device lists stay current.
- Reports after every visit, and a summary for management each quarter or year.
Coverage
What an AMC does not cover
Clear boundaries prevent arguments later. Typically, a contract does not include:
- new equipment or major expansions, which we quote separately;
- parts and batteries, unless your plan includes them;
- damage from floods, fire, vandalism or lightning;
- software licences and subscriptions from third parties;
- systems we have not inspected and accepted into the contract.
We list inclusions and exclusions in a simple scope table, so you know exactly what you pay for.
Support and maintenance
Sample annual maintenance contract scope
| System | Preventive tasks | Typical frequency |
|---|---|---|
| Network | Switch and firewall health, firmware, backups of settings, Wi-Fi review | Quarterly |
| CCTV | Clean and refocus cameras, check recording and storage, test remote viewing | Quarterly |
| Access control | Test readers, locks, exit buttons, fire release, review user list | Twice a year |
| Fire alarm | Service visit to the agreed standard, logbook update | Twice a year |
| Emergency lighting | Functional and duration tests, records | Monthly checks plus yearly test |
| UPS | Battery tests, runtime test, fan and firmware check | Twice a year |
| Server room | Cooling, cleanliness, rack tidy-up, monitoring alerts | Quarterly |
This table is a starting point. We adjust it to your site, risk and budget.
Timing
Visit schedule and response commitments
Preventive visits follow a calendar we agree at the start, timed around your busy periods. For example, schools prefer holidays, while shops prefer early mornings.
For faults, the contract sets out how quickly we respond. We define severity levels clearly:
| Severity | Example | What happens |
|---|---|---|
| Critical | Whole office offline, all cameras down, doors not opening | Immediate phone triage, remote work, then site visit as agreed in the contract |
| High | One floor offline, recorder failing, one door faulty | Same or next working day, depending on location and contract |
| Normal | Single camera, user change, minor fault | Scheduled within the agreed working days |
We only write response times our team can meet for your location. In Nairobi, faster site response is easier; for sites far from Nairobi, we combine remote support with scheduled visits and local partners where agreed. Honesty here protects both of us.
Coverage
Systems covered: network, CCTV, access, fire and UPS
What makes our IT annual maintenance contract different is the range of systems under one agreement. Many companies have one supplier for computers, another for CCTV, another for fire alarms and nobody responsible for the UPS. When something fails, each one points to the others.
With GS TechGuard, one team understands how the systems connect. A camera fault caused by a failing PoE switch, or a door problem caused by a dead UPS battery, gets fixed in one visit. Explore the related services:
Cameras, recorders and storage kept recording reliably.
Learn more Fire alarm maintenanceSix-monthly servicing, fault repair and records.
Learn more UPS installationPower backup sized and maintained for your systems.
Learn more IT support servicesDay-to-day help for users and devices.
Learn moreHow it works
Taking on systems installed by others
You do not need to have bought your systems from us. Before starting a contract, we carry out an onboarding audit of every system. We record makes, models, ages, faults and missing documents, then fix urgent issues at agreed prices. After that, the systems join the contract. This audit also gives you a clear picture of risk and future costs.
Costs and pricing
How an IT annual maintenance contract is priced
There are three common approaches:
- Fixed annual fee for preventive visits and labour on faults, with parts charged separately. This suits most organisations.
- Comprehensive pricing that includes common parts and batteries, which makes budgets very predictable.
- Retainer plus hourly for small sites, where a lower fixed fee covers visits and extra work is charged at agreed rates.
The price depends on the number and type of systems, site locations, visit frequency and response times. We provide a clear quote after the onboarding audit, broken down by system, so you can choose what to include.
IT Annual Maintenance Contracts
Example: a typical mid-size office contract
To make this concrete, consider a typical office of about 60 staff on two floors in Nairobi. It has a firewall, four network switches, twelve Wi-Fi access points, 24 CCTV cameras with one recorder, eight access-controlled doors, an addressable fire alarm and two UPS units in the server room. Under a standard IT annual maintenance contract, we would visit quarterly for the network, CCTV and server room, twice a year for the fire alarm, access control and UPS, and once a year for a full documentation review. Faults would go through a single phone number and WhatsApp line. As a result, the office manager deals with one supplier, one schedule and one set of reports.
Smaller offices need less. A ten-person office with a router, a few cameras and one UPS might only need two visits a year and remote support in between. Larger sites with several buildings may need monthly visits. We tailor the plan rather than forcing a package.
Why choose us
Benefits for management
- Predictable costs instead of surprise repair bills.
- Fewer failures because small issues get fixed early.
- Better records for audits, insurers and boards.
- One point of contact for all technical systems.
- Longer equipment life, which delays replacement spending.
Support and maintenance
Annual maintenance contract reports and records
After every visit, you receive a report listing tasks done, faults found and recommendations. Each quarter or year, a summary shows trends, such as recurring faults, ageing equipment and upcoming replacements. These reports help you plan budgets and prove compliance. For fire systems in particular, they support your annual fire safety audit.
Good records also matter for data protection. CCTV and access logs contain personal data, and the Office of the Data Protection Commissioner expects organisations to keep systems secure. Regular updates and access reviews help you meet that duty.
Support and maintenance
Getting started with an IT annual maintenance contract
- Initial call. We discuss your sites, systems and current problems.
- Onboarding audit. Next, we inspect each system and record its condition.
- Proposal. You receive a scope table, visit calendar, response times and price.
- Fix urgent issues. Then we resolve high-risk faults found during the audit.
- Start the schedule. Preventive visits and fault support begin.
- Review. Finally, we meet each year to adjust the scope as your systems change.
To discuss an IT annual maintenance contract for your organisation, request a quote. We serve Nairobi and towns across Kenya.
Get started
Book a site survey
Tell us about your site and an engineer will call you back within one working day to discuss your needs and arrange a visit.
- Clear, itemised written quote
- Security, network, fire and power from one team
- Support and maintenance after handover
Prefer to talk? Call +254 184 379 590
Frequently asked questions
What is included in an IT AMC?
An IT AMC usually includes scheduled preventive visits, fault response within agreed times, firmware and software updates, health checks, user changes, documentation updates and reports. Parts, batteries and new equipment are either included in a comprehensive plan or charged separately. We set this out in a scope table before you sign.
How is an AMC priced?
Pricing depends on the systems covered, the number of sites, visit frequency and response times. Common models are a fixed annual fee with parts extra, a comprehensive fee including common parts, or a smaller retainer plus agreed hourly rates. We quote after an onboarding audit, broken down by system.
Can the AMC cover equipment installed by others?
Yes. We start with an onboarding audit of each system to record its condition, fix urgent faults at agreed prices and then include it in the contract. This audit also gives you a clear view of risks and upcoming replacement costs.
What response times do you offer?
Response times depend on severity and location. We define critical, high and normal faults, and agree times that our team can genuinely meet for your site. Many faults are handled quickly by phone or remote access, followed by a site visit when needed.
Planning a project or fixing a fault?
Tell us about the site. We will arrange a survey, give you a clear written quote and explain the options in plain language.