Comprehensive maintenance of buildings and structures

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Owners of office buildings often have to unravel a whole tangle 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 space himself or through an agreement for the provision of such services signed with a third-party company. In some cases, the repair and maintenance of leased buildings is the responsibility of tenants. If the agreement was just that, then such a clause must have been reflected in the lease agreement.

What is one-stop service

Maintenance of huge premises requires relentless attention to detail and constant work to ensure that tenants feel comfortable and relaxed.

Total building maintenance is a package of services for cleaning, repairing, servicing and maintaining communication networks. Sometimes this includes call-center services, payment for the work of an administrator at the reception, other services.

Who does one-stop service

Service contracts are concluded withcleaning companies, individual entrepreneurs or outsourcing companies. It is convenient when the complex maintenance of buildings is carried out by one enterprise - in this case there will be no mutual accusations and shifting responsibility for the outstanding work, because the entire package of services should be performed by one organization.

Basic organization services

Standard contract includes the following services that are obligatory to be performed by a third party.

• Maintenance of buildings (supervision of utilities, maintenance of the good condition of parts of the building and the current operating modes of existing engineering systems, the necessary procedures for adjusting equipment).
• Preventive and planned activities (examinations, seasonal and extraordinary preventive work).
• Making cosmetic repairs.
• Economic and maintenance of buildings.
• Cleaning services, care of the adjacent territory.
• Landscaping and parking service and more.

Usually, the administration considers several applications from third-party firms that would like to carry out building maintenance. To participate in the tender, the company must provide:

• statutory documents;
• permissions for the provision of services of this kind;
• certification of company employees - availability of necessary permits (for example, a building maintenance worker has a permit to maintain electrical networks);
• specification of services with indication of costeach item.

Based on the results of consideration of applications, the building administration selects the company that offered the optimal price-quality ratio and concludes a service agreement with it.

Standard building maintenance contract

The building maintenance contract is concluded to optimize the work of the customer company in the main 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. Submitted repair plan for the maintenance of fixed assets of the customer company.

2. Maintenance of buildings and structures and existing equipment of the enterprise.

3. Implementation of systems and technologies that allow full maintenance of buildings and structures, ensure timely repair of equipment, direct efforts to improve the operation of existing machines and mechanisms.4. Carrying out repairs within the time allotted by the contract, adjusting the cost of repairs while maintaining high standards of repair work.

5. Improvement of repair production, effective use of new technologies for servicing the customer company.

6. Accounting for primary documents and reporting on repair and production activities, certification work, whichevery building maintenance worker passes.7. Carrying out work on planning the technical development of production and modernization of equipment, investigating the causes of increased wear, equipment accidents and industrial injuries.

Procedure for accepting completed work

Technical support of the process of rendering services is controlled by means of reports regularly provided at the end of the reporting period. Based on the results 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.

Separate clauses in this agreement should be:

• mandatory determination of liability for untimely or poor quality services;
• for employee accident insurance;
• for damages to third parties.

The contract must have been understood and agreed upon by both parties to the transaction.

Application Department

For the coordinated work of the new service operator, the enterprise organizes a special department. Usually it is called the dispatch service for receiving claims and applications. She also provides feedback between the teams that performed this work and the tenants. If the building is small, this function may be entrusted to the administrator or specialist in charge of receiving visitors.

Of course, any owner of an office space has the right tohire staff to clean and maintain the building. But high-quality provision of complex services is possible only by a specialized company. By concluding an agreement, the owners of office skyscrapers are released from responsibility for monitoring the condition of the premises and do not have to worry about the comfort and safety for their tenants.