Facilities Maintenance and Service Vendor Controls

Facilities service spend quietly bleeds when work is reactive and controls are informal.

Common leakage patterns:

• quotes cannot be compared because scopes and rates are inconsistent
• after-hours and emergency work bypass approvals
• materials and parts are marked up without caps
• work is accepted without inspection, so rework and repeat calls compound
• renewals happen on autopilot without performance evidence

This collection installs a beginner-safe operating system to control cost, reduce risk, and make vendors enforceable.

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Who this collection is for

• Operations and facilities leaders who manage service vendors across sites
• Procurement teams who need apples-to-apples pricing and enforceable scopes
• Finance teams who want fewer surprises in monthly run rate

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What you will install

By the end of this collection you should have:

• standard SOW and rate card rules that vendors must quote against
• work order intake, approvals, and not-to-exceed controls
• inspection and acceptance criteria tied to payment and invoice approval
• a renewal and rebid cadence that uses performance evidence
• an estimate of savings and payback from installing the controls

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How to use this collection

Install in this order:

1. Facilities services controls kit
2. Service vendor SOW and rate card kit
3. Work order quote and change order controls playbook
4. Service quality inspection and acceptance kit
5. Facilities services renewal and rebid playbook
6. Work order leakage savings estimator

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Beginner-safe definitions

Work order: a request for service or repair that produces labor and material charges.

Not-to-exceed: a cap that limits cost unless an approved change is issued.

Change order: a documented change to scope, schedule, or price.

Acceptance: proof that work was completed to standard before payment.