Maintenance Buyers Guide: 21 Things You Need to Know Before Hiring Your Next Maintenance Company

This ‘do-it-yourself’ checklist will help you know for sure what you’re getting with your maintenance bid…ask your prospective exterior maintenance company to provide proof of compliance with these 21 Policies, Procedures and Standards along with their price quote for your work.

Responsiveness

Do you answer the phone live 24/7? If not, what hours _______________

Can you guarantee 4 hour maintenance response anywhere in Middle Tennessee for
emergencies? Yes No

Can you provide a quote for new services or special jobs within 24 hours and guarantee it for 12 months? Yes No
If not, describe turnaround time and price guarantee. (attach)

Quality

Describe your inspection system of daily property maintenance services (attach)

Describe your system for handling special work orders (attach)

Do you offer a 30-Day Contract Termination Clause? Yes No

Do your workers get incentive pay for good performance? Yes No.

Communication

Do you provide same-day reporting on completion of work orders? Yes No

Snow plowing only: Do you provide documentation for EACH snow and/or ice removal
service? Yes No

Are your bids formatted with menu-pricing so I can see unit costs? Yes No

Capacity and Services

List capacity available on-staff

Number of full-time employees __________

Number of trucks in active use __________

Average age of your fleet __________

Radio-dispatched Yes No

Number of on-staff mechanics __________

Size of your garage facility__________ SF or N/A

Circle the area on the map below that you currently service

Property Maintenance Contractor Qualifications

Check all the following services performed:	In-house	Sub-contracted	N/A
Parking Lot Sweeping.................................... Full-Service Landscape Maintenance......... Pressure Washing.......................................... Snow Plowing/Ice Control............................. Scheduled Property Inspections.................. Asphalt Repair................................................. Bollard repair/installation.............................. Bush-hogging.................................................. Concrete Repair.............................................. Debris Removal.............................................. Flower Installation........................................... Graffiti Removal............................................... High Pressure Cleaning................................ Interior Build-out.............................................. Irrigation Installation/Repair.......................... Lighting Repair................................................ Mulching............................................................ Pesticide/Herbicide Application.................... Roof Repair...................................................... Signage Repair................................................ Snow Plowing.................................................. Tree Pruning and Removal........................... Window Replacement....................................

Business Practices

What is your current liability insurance limit? ________________________
(Attach insurance certificate)

What is your current Worker’s Comp Experience Modification Factor? _________ (provide report)

Do your employees wear uniforms on the jobsite? Yes No

Provide a complete list of current clients that can be called for references (attach)

Attach a copy of the Better Business Bureau Reliability Report for your company.

Is your company chartered and licensed for pesticide/herbicide application? Yes No
If Yes, what is your charter number? _________________

How many years in business? _________ TIN:____________________

What corporate structure: Corporation..... LLC..... Sole Proprietorship

Hearthstone Property Group, LLC
625 Beesley Road
Murfreesboro, TN 37128
Emergency Hotline: 615.890.4651
FAX: 615.848.1581
Email: hearthstone@comcast.net
www.hearthstone.net