What is included in a legionella risk assessment quote?

A legionella risk assessment quote should define the exact scope of work, the areas and water systems covered, the information required from the client, the documents to be delivered and any costs that fall outside the quoted assessment. A clear quote allows a business to compare proposals on scope and quality rather than price alone.

The quote should identify the premises included and state whether the assessment covers one building, several buildings, plant rooms, residential units, tenant areas or external assets. It should also clarify whether the quoted work applies to the whole water system or only specified systems, such as hot and cold water services, evaporative cooling systems, spa pools, process water or other higher-risk equipment.

It should explain the assessment method and the extent of the inspection. Useful detail includes:

• which water outlets, tanks, calorifiers, cylinders, boilers, showers, thermostatic mixing valves and other relevant assets will be considered;
• whether plant rooms, inaccessible areas, roof spaces and tenant-controlled areas are included;
• the records and procedures that will be reviewed, such as schematic drawings, monitoring logs, maintenance records, cleaning schedules and previous assessments;
• any access, escort, isolation or operational arrangements the client must provide; and
• assumptions about the condition, accessibility and identification of system components.

Sampling and laboratory analysis should be listed separately from the assessment itself. A quote should state whether water samples are included, how many sampling points are allowed for, which analyses are proposed and whether laboratory charges, sample collection and interpretation are included. If testing is not part of the quoted work, that should be made explicit rather than left for the client to infer.

The reporting element should describe the format and level of detail supplied. A suitable report normally records the relevant system information, significant findings, control weaknesses and actions needed to reduce risk. The quote should also state whether actions are prioritised, whether responsibilities and target dates are suggested, and whether supporting documents such as asset registers, schematic information or monitoring schedules are included.

Recommendations may identify matters such as poor temperature control, infrequently used outlets, inadequate maintenance records, dead legs, unsuitable components or weaknesses in monitoring arrangements. The quote should distinguish between identifying these issues as part of the assessment and carrying out remedial work afterwards. Physical alterations, cleaning, disinfection, replacement components and repeat visits should not be assumed to be included unless they are expressly listed.

Any compliance support included after the assessment should be described precisely. This might cover an explanation of the findings, a review meeting, assistance with an action plan, updates to control documentation or advice on interpreting follow-up results. The quote should state the extent of that support and whether additional meetings, revised documents or repeat inspections are charged separately.

Finally, check the commercial detail. A complete quote should set out the fee basis, applicable taxes, travel or other expenses, report timescales only where agreed, quotation validity, cancellation terms and the process for approving variations. It should identify exclusions, such as remedial works, specialist access equipment, additional buildings, extra sampling or return visits. If the proposal does not distinguish included work from optional or chargeable extras, ask for clarification before accepting it.