Office building owners often have to unravel a whole bunch of economic and administrative problems - after all, every employer wants to work in a clean, high-quality renovated modern office with excellent communications, heating and design. Maintenance of buildings can be carried out by the owner of the office premises or through a contract for the provision of such services, signed with a third-party company. In some cases, the repair and maintenance of rental buildings are the responsibility of the tenants. If the agreement was just such, then such a clause must have been reflected in the lease.
What is comprehensive service?
Caring for huge rooms requires relentless attention to various details and constant work to make tenants feel comfortable and calm.
Comprehensive building maintenance is a package of services for cleaning, repairing, servicing and maintaining communication networks. Sometimes this includes call-center services, payment, administrator work at the reception, other services.
Who provides comprehensive services
Service contracts are concluded with cleaning companies, individual entrepreneurs or outsourcing companies. It is convenient when complex maintenance of buildings is carried out by one enterprise - in this case there will be no mutual accusations and no transfer of responsibility for outstanding work, because the whole package of services should be performed by one organization.
Basic organization services
A standard contract includes the following services that are required to be performed by a third-party organization.
- Maintenance of buildings (supervision of utilities, maintenance of the good condition of parts of the building and current operating conditions of existing engineering systems, necessary procedures for adjusting equipment).
- Preventive and planned measures (conducting inspections, seasonal and extraordinary preventive work).
- Carrying out cosmetic repairs.
- Household and maintenance of buildings.
- Cleaning services, care of the adjacent territory.
- Landscaping and service of parking spaces and more.
Typically, the administration considers several applications from third-party companies who would like to carry out maintenance of buildings. To participate in the tender, the company must provide:
- statutory documents;
- permits for the provision of services of this kind;
- certification of employees of the company - the availability of the necessary permits (for example, a building maintenance worker has access to electrical networks);
- specification of services indicating the value of each item.
Based on the results of the consideration of applications, the administration of the building selects the company that proposed the optimal ratio of price-quality parameters and concludes a service agreement with it.
Standard contract for maintenance of buildings
The building maintenance contract is concluded to optimize the work of the customer company for the main type of activity.
The meaning of the concluded maintenance contract is to transfer to a third-party company the functions of maintaining existing equipment, setting up new machines and mechanisms, and repairing buildings and structures of the customer’s enterprise.
The contract implies:
1. The presented plan of repair work on maintenance of fixed assets of the customer company.
2. Maintenance of buildings and structures and existing equipment of the enterprise.
3. The introduction of systems and technologies that allow for the full maintenance of buildings and structures, to ensure timely repair of equipment, to direct efforts towards improving the operation of existing machines and mechanisms.
4. Repair in the time allotted by the contract, adjustment of the cost of repairs in compliance with high standards of repair work.
5. Improving repair production, the effective use of new technologies to service the customer company.
6. Accounting for primary documents and reporting on repair and production activities, work on certification, which is carried out by each building maintenance worker.
7. Work on planning the technical development of production and equipment modernization, investigation of the causes of increased wear and tear, equipment accidents and
industrial injuries.The procedure for accepting completed work
Technical support of the service delivery process is monitored using reports regularly provided at the end of the reporting period. Based on the result of the work, an act is drawn up on the provision of services performed, which is a confirmation of the work performed. If the office administration agrees with the act, the document is signed and carried out according to accounting, and money is transferred to the service provider company.
The following clauses in this agreement should be:
- obligatory definition of responsibility for untimely or poor-quality services;
- for insurance of employees against accidents;
- for damages to third parties.
The contract should have been understood and agreed by both parties to the transaction.
Application Acceptance Department
For the coordinated work of the new service operator, the company organizes a special department. Usually it is called the dispatch service for receiving claims and claims. She also provides feedback between the teams that performed this work, and tenants. If the building is small, such a function can be assigned to the administrator or a specialist who receives visitors.
Of course, any owner of the office space has the right to hire personnel for cleaning and maintenance of the building. But the high-quality provision of comprehensive services is possible only by a specialized company. By concluding an agreement, owners of office skyscrapers are exempt from responsibility for monitoring the condition of the premises and can not worry about the comfort and safety of their tenants.