Best Practices Maintenance: Maintenance Contracting

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1. The contract request process includes: (Required.)

A formal process for requesting contract work

An established approval process based on dollar value

A mechanism to control what is and is not contracted

An automated request process

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2. The responsibility for the contracting of work: (Required.)

Is handled by a contracts specialist function solely focused on contracts

Is handled by a contracting function, but not solely focused on contracting

Is handled by many job functions who have contracting responsibility

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3. The approved list of contractors includes: (Required.)

A primary contractor for all required services

An alternate in the event the primary is unavailable

Validated requirements such as insurance and crafts rates

Phone numbers for all contacts

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4. The owner provides the following level of supervision for contracted field execution: (Required.)

Dedicated company personnel to administrate the contract in the field

Company personnel who administer the contracts, although it is not their primary function

No organizational structure to administrator field execution

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5. Contractor safety is: (Required.)

A joint effort (joint accountability) between the site and the contractors

Highly important, and the contractors are held accountable

Equally important with the execution of the work

Not as important as work execution

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6. The computer system exists with the following contracting functionality on the front end of the process: (Required.)

Contract requisition

Contract administration

Contract approval processing

Administration of contracts in the field – releasing of work

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7. The computer system exists with the following contracting functionality on the back end of the process: (Required.)

Contract employees linked to contract, rates, skills, certifications, etc.

Electronic time sheets – paperless system

Gate security electronically linked

Invoice payment processes

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8. The contracting system is: (Required.)

Integrated with the site's CMMS

A fully functional system with interfaces to the site CMMS

A stand-alone system

There is no system

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9. The relationship between the site personnel and the site contractors is: (Required.)

A partnership focused on efficient and effective work execution

A supportive superior/subordinate relationship

Contractors are accepted, but not part of the team effort

Adversarial; they are a necessary evil

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10. The invoicing/cost tracking process is: (Required.)

Highly developed so that those responsible know the costs daily

Moderately developed; costs are available weekly

The costs are only known when invoices are processed (long lead time)

Costs are not readily available to those controlling the work

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* 1. The contract request process includes: (Required.)

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* 2. The responsibility for the contracting of work: (Required.)

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* 3. The approved list of contractors includes: (Required.)

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* 4. The owner provides the following level of supervision for contracted field execution: (Required.)

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* 5. Contractor safety is: (Required.)

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* 6. The computer system exists with the following contracting functionality on the front end of the process: (Required.)

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* 7. The computer system exists with the following contracting functionality on the back end of the process: (Required.)

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* 8. The contracting system is: (Required.)

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* 9. The relationship between the site personnel and the site contractors is: (Required.)

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* 10. The invoicing/cost tracking process is: (Required.)

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* 11. Feel free to provide any information or comments you care to here. They will be read by several human beings!

1. The contract request process includes: (Required.)

2. The responsibility for the contracting of work: (Required.)

3. The approved list of contractors includes: (Required.)

4. The owner provides the following level of supervision for contracted field execution: (Required.)

5. Contractor safety is: (Required.)

6. The computer system exists with the following contracting functionality on the front end of the process: (Required.)

7. The computer system exists with the following contracting functionality on the back end of the process: (Required.)

8. The contracting system is: (Required.)

9. The relationship between the site personnel and the site contractors is: (Required.)

10. The invoicing/cost tracking process is: (Required.)

11. Feel free to provide any information or comments you care to here. They will be read by several human beings!