Things to ask upfront when negotiating a Commercial Maintenance contract

Searching for a reputable Facilities Management company can take time, skill and patience. 

To help you navigate this decision, here are 9 things we recommend you ask when negotiating your Commercial Maintenance contract. 

Here are 9 things you need to ask when negotiating

Things to Ask Upfront When Negotiating a Commercial Maintenance Contract

1. Does the company have relevant Insurance and Accreditations? 

You’ll want to ensure the company has basic levels of insurance to deliver the commercial maintenance contract. 

 The four main types of insurance are: 

• Employer’s (Compulsory) Liability Insurance 

• Public Liability Insurance 

• Professional Indemnity Insurance 

• Product Liability Insurance 

 You’ll also need reassurance that the company upholds best practices and carries out the highest health and safety standards. Ask to see their accreditations. 

 Ideally, a Facilities Management company should be: 

 • AVETTA Accredited 

• SafeContractor Approved 

 • Work with CQMS 

• Work with HS Direct 

 2. Are all their staff fully vetted? 

It’s paramount that the Facilities Management company employs experienced, fully vetted staff. 

Check what qualifications they hold and their years of experience. 

3. What SLA’s will they commit to? 

For services agreed, discuss and document in writing the SLA’s they will commit to. Time is money and you want to be sure you can rely on them to get jobs done in a timely manner. 

Make sure you ask what measures they have in place and a business continuity plan in the case of: 

• Equipment failure 

• Materials shortage/non-delivery 

• Staff shortage

 • Resources/capacity 

 4. Do they have verified, positive reviews? 

Reading testimonials and verified reviews is a great way to research the Facilities Management Company. Look for verified reviews such as Expert Trades. Check out the company website and see if there are any case studies you could look at to get a solid idea of the services they provide. Request to see photos of the jobs they carry out and check out any videos or photos of their work. 

5. Be clear about payment. 

 Once you’ve chosen the company, clearly set out the invoicing and payment terms so everything is transparent. Numerous factors need to be taken into account when negotiating a Commercial Maintenance contract. 

6. Do they tailor their solutions?

When it comes to facilities management, every organisation has different needs. Find out if the business will customise its services to fit your demands or if it offers scalable service packages. Talk about their adaptability to particular requests and service adjustments as your firm grows.

7. How do they communicate?

A productive working relationship depends on effective communication. Find out about the company's routes of communication, who will be your primary point of contact, and how quickly they normally respond to questions or emergencies. Make it clear how they handle communications in an emergency or outside of regular business hours.

8. What are the contract renewal options?

Clarity and openness are essential, therefore it's important to comprehend the terms of the agreement as well as any choices for renewal or termination. Find out how long the contract will last, whether there are any termination conditions, and how to renegotiate or extend it. Make clear all provisions about automatic renewal as well as the notice periods needed for modifications or cancellations.

9. How do they measure performance?

Gaining an understanding of the company's performance measurement and reporting procedures will enable you to assess their efficacy and monitor your development over time. Find out what performance measures, such as response times, completion rates, and customer satisfaction ratings, they use to assess the quality of their services. Talk about the methods and timing of their service delivery and performance reporting.

Carefully consider these 9 main points and carefully consider which company can offer you the best service to match your needs. Have a discussion, ask for a quote and ask to see examples of their work.

Choose HITS Facilities Management

 HITS is fully accredited when it comes to Health and Safety for your peace of mind. We offer a wide range of services priced competitively.HITS also offer packages designed to suit you or we can tailor a bespoke package to meet your needs. 

You can also read trusted verified reviews on our website and check out photos of the works we’ve completed. 

 Please give us a call on 01293 320 806 to discuss your requirements, we would love to hear from you.