During this unprecedented time, Avendra is helping customers best manage relationships with services suppliers ( e.g. window washing, night cleaning, elevator maintenance) as we know this is an area that can pose a challenge to operations since these type of supplier services happen on a scheduled/reoccurring basis.
Inventory Supplier Services
Consider naming someone to pull together a list of all service contracts (with supplier contact information) that are in use at your properties. Service contracts could range from floral service and window washing to trash removal and outsourced laundry.
Review Contract Language
Review contracts for information specific to your local service supplier contracts (e.g. does your agreement with that supplier outline criteria for altering the service scope and cadence? Or suspending the services?).
Notify suppliers that you are suspending or modifying (change scope/frequency) service for some period of time while your business is closed or the service need is different because of business needs.
Consider these ideas specific to elevator services, as this is a unique category:
- Investigate how your “prepaid” fees will be handled. Suspending now may forfeit those payments. Consider if it is better to keep the service that has been paid for and look at changing the timing with the next invoice.
- Properties should be certain that use of elevators will not be needed when suspending service to avoid risks such as responsiveness to and coverage of emergencies (e.g. entrapment, indemnification/insurance for covered incidents).
- An elevator that is in service requires the code mandated maintenance, inspections and test, so ensure that any service change is not causing further problems for you in the future and other areas.
- Keep in mind mandated maintenance, testing, inspections and permit renewals to minimize elevator downtime when re-opening.
- Expect high demand for suppliers to address deferred maintenance when hotels re-open.