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Clean Environment Janitorial Services can
easily take care of all your janitorial and office cleaning needs. However there are times
when you may need to have major repairs or renovation work preformed by outside contractors.
Commercial office buildingsare complex. And maintaining them adequately can be challenging. Building
repairs can be complicated or simple, but all repair projects share some common problems.
For example, hiring someone
to make a repair, particularly one requiring a specialist, can be difficult to manage if you are not well versed in the engineering
aspects of the project.
For these instances we offer the following tips and suggestions
to help make your management of the project easier by preventing, avoiding, and preparing for issues before they arise.
1. Before work begins, clearly define the work that you need to
have completed. The clearer your outline of the work is, the smoother the job will go. Avoid loose specifications
as much as possible (on both materials and the work to be done).
2. Communicate
your ideas to the contractor and give them a copy of the outline that you have developed. Make sure they understand
it fully. Ask for collaboration, and see if they can provide feedback on items that could save you money. Discuss the quality
of materials needed, and what labor resources will be necessary.
3. On
larger projects, research the contractor's finances, credit, and staff. Feel free to ask for references and
locations where they have completed work in the past.
4. Be aware of and avoid,
if possible, "low-ball" bids. Sometimes the cheapest bidder is cutting corners on the project and
might even violate code requirements in your area.
5. Negotiate a schedule
of extras. Make sure to add clauses in your work agreement that explain " all extras not included
in the original price must be agreed to in writing prior to the commencement of the work". Be sure to keep a complete
set of copies of the contract.
6. Be sure to include and clearly define
deduction clauses in the contract. These clauses would include debris removal, clean-up, and the passing of
firm completion dates.
7. Always negotiate cancellation clauses in the contract.
This should not be a problem since it serves both parties involved. It protects you from poor work and protects the
contractor from late payments. How and why the contract can be cancelled needs to be spelled out here. Otherwise you may find
yourself with a mechanic's lien over an inadequate job after you did not pay the final payment.
8. On all contracts, but especially with ongoing service bids,obtain references from
the contractor that relate directly to the work you need to have completed.
9. Be
through about who is responsible for what,permits, plans, who will supply what, property rules, unloading
sites, safety, user contact, security, keys, and clean-up. An agreement should be reached that explains how the work site
will be left at the end of each working day. This document should include who is responsible for locking up, cleaning, and
debris removal and traffic management if necessary.
10. A very important aspect
that is often overlooked is insurance. Look into the contractors insurance policies and come to an agreement
about what happens if your property, or your neighbors property is damaged as a result of the work bring performed. Make it
a requirement that there is an up to date certificate of insurance. Check with your attorney or insurance specialist about
what should be covered on your property.
11. Clearly define work performance
and what requirements the final work should meet. An example
clause that could be added to the contract would be: " All work is expected to be done in compliance with all city, county,
and state regulations and in a professional manner".
12. Prepare the area to be worked on. Remove as much as possible to avoid
breakage and theft. If possible, isolate the area so contractors have no reason to wander around.
13. Manage the contractor. Keep
a record of the project as it unfolds and provide feedback along the way. Perform frequent inspections and document results.
Have a functional planned schedule and compare progress to projections. Problems should be identified as early as possible.
14. You should have clear agreements
about when and amounts of payments will be made. Avoid sloppy record keeping. Require paid
receipts to prove subcontractors and material vendors have been paid. Get a release of all lien forms signed before the last
payment. If you don't, you could have paid off the general contractor and still be hit with liens from unpaid subs.
15. Resolve disputes promptly. Avoid
endless delay in resolution of disputes or you'll end up in court.
16. Be sure to keep a complete set of contracts. Without them you'll have
no proof of work promised in a court of law.
By
following the tips outlined above you will help make your management of your next project easier by preventing, avoiding,
and preparing for any issues before they arise.
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