{"id":9535,"date":"2023-02-14T07:29:02","date_gmt":"2023-02-14T14:29:02","guid":{"rendered":"https:\/\/limblecmms.com\/?p=9535"},"modified":"2025-05-30T13:04:18","modified_gmt":"2025-05-30T19:04:18","slug":"contractor","status":"publish","type":"post","link":"https:\/\/limblecmms.com\/blog\/contractor\/","title":{"rendered":"What to look for in a maintenance contractor"},"content":{"rendered":"<p><span id=\"maintenance-contractor\"><\/span><span style=\"font-weight: 400;\">When it comes to maintaining the critical infrastructure and machinery of your facility, choosing the right maintenance contractor can make all the difference.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It is essential to find a contractor who not only has the knowledge and skills to keep your maintenance program running smoothly, but also the capacity to adapt to your changing needs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we&#8217;ll explore the most important considerations for selecting a maintenance contractor.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What is a maintenance contractor?<\/span><\/h2>\n<p><span id=\"responsibilities-of-a-maintenance-contractor\"><\/span><span style=\"font-weight: 400;\">A maintenance contractor is a professional service provider that specializes in the preservation and <\/span><a href=\"https:\/\/limblecmms.com\/blog\/facilities-management\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">upkeep of industrial and commercial facilities<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They ensure the equipment and infrastructure within these facilities function optimally, preventing breakdowns and minimizing downtime. Their role can extend to a wide range of services from <\/span><a href=\"https:\/\/limblecmms.com\/maintenance-definitions\/routine-maintenance\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">routine maintenance<\/span><\/a><span style=\"font-weight: 400;\"> and repair work to equipment installations.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A reliable maintenance contractor will have a deep understanding of the latest technologies, a robust safety program, and the ability to efficiently manage resources and schedules.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Responsibilities of a maintenance contractor<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Common responsibilities of a maintenance contractor include:<\/span><br \/>\n<span id=\"what-to-look-for-in-a-maintenance-contractor\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Responding promptly to emergency <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-work-request\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">maintenance requests<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Maintaining accurate records of maintenance tasks, including dates, times, and details of the work performed<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Adhering to safety regulations and industry standards to ensure a safe work environment<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Providing regular reports to the client, detailing the status of maintenance tasks and any issues that arise<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Completing work within the budget and timeframe specified in the contract<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Ensuring equipment functions properly and meets performance specifications after preventive maintenance or troubleshooting tasks are completed<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">What to look for in a maintenance contractor<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">When looking for a maintenance contractor, a few key factors will ensure the contractor you choose will be able to deliver on all the key responsibilities.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-9572\" style=\"border: black; border-width: 2px; border-style: solid;\" src=\"https:\/\/limblecmms.com\/wp-content\/uploads\/what-to-look-for-in-a-maintenance-contractor.webp\" alt=\"Things to look for in a maintenance contractor\" width=\"824\" height=\"602\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Relevant experience and reviews\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Ensure the maintenance contractor has the required experience and expertise to successfully perform the maintenance tasks required for your specific facility.\u00a0<\/span><\/p>\n<p><b>Check their references<\/b><span style=\"font-weight: 400;\"> by getting in touch with previous or existing clients. Furthermore, talk with your business partners as they might have someone to recommend.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can also use industry-specific websites like <\/span><a href=\"https:\/\/www.thomasnet.com\/florida\/maintenance-contractors-18100503-1.html\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Thomas.net<\/span><\/a><span style=\"font-weight: 400;\"> to find a list of potential contractors in your area. Sites like <\/span><a href=\"https:\/\/www.angi.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Angi<\/span><\/a><span style=\"font-weight: 400;\">, <\/span><a href=\"https:\/\/nicelocal.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">NiceLocal<\/span><\/a><span style=\"font-weight: 400;\">, or even Google or <\/span><a href=\"https:\/\/www.yelp.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Yelp<\/span><\/a><span style=\"font-weight: 400;\"> can also be a good place to start.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Insurance<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Verify that the contractor you choose is fully insured. This will protect you from the consequences of any accidents or injuries that could occur during the maintenance process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Maintenance contractors should carry the following types of insurance:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">General Liability insurance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Workers&#8217; Compensation insurance<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Commercial Auto insurance (if using vehicles for work)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Professional Liability insurance (also known as Errors &amp; Omissions insurance).<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Good communication<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Good communication is key to a successful maintenance relationship.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It is essential to choose a maintenance contractor who is willing to listen to your concerns, collaborate on priorities, and provide regular updates on the progress of their work. Clear and straightforward communication enables accountability and ensures the necessary level of collaboration.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Competitive pricing<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Consider a contractor that offers competitive pricing. This can be difficult to determine beforehand, so compare quotes from multiple contractors. Look at things like labor rates, fees, and the number of people who will be on the job.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Keep in mind that a lower price does not always mean lower quality. However, be careful when dealing with low-cost contractors and make sure you understand and are comfortable with the reasons for big differences in pricing. Otherwise, you may eventually regret it.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Timeliness<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Work together with potential contractors to develop a proposed timeline or set of timing expectations for any assigned work. If you don\u2019t know how to start, benchmarking similar work is a good place to start.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There may be tradeoffs in pricing and timeliness, so work to find the best value for your business. A contractor that can adjust to fit your needs usually brings a better result.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Prior relationships<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Working with a maintenance contractor with whom you already have a relationship is often the best option. A level of trust has already been established which reduces the amount of time to build rapport and organizational understanding, as well as the risk of problems and misunderstandings.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This continuous partnership will lead to:<\/span><br \/>\n<span id=\"when-to-consider-a-maintenance-contractor\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Honest communication: <\/b><span style=\"font-weight: 400;\">A known contractor understands your needs and goals, and can provide clear and timely updates.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Cost saving:<\/b><span style=\"font-weight: 400;\"> You already know the cost of services, and the contractor may be able to offer more competitive pricing.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Higher efficiency:<\/b><span style=\"font-weight: 400;\"> The contractor is already familiar with your equipment and systems which will decrease the time and effort required to complete maintenance tasks.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you, your <\/span><a href=\"https:\/\/limblecmms.com\/blog\/facilities-manager-roles-and-responsibilities\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">new facility manager<\/span><\/a><span style=\"font-weight: 400;\">, or anyone else on your team knows reliable contractors from past engagements, this is also an option worth exploring.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Check out our <\/span><a href=\"https:\/\/limblecmms.com\/blog\/finding-maintenance-services\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">guide on finding the right maintenance services<\/span><\/a><span style=\"font-weight: 400;\"> to learn more about outsourcing maintenance work.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">When to consider a maintenance contractor<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Here are some situations in which engaging a maintenance contractor can pay off the most.<\/span><br \/>\n<span id=\"perks-of-relying-on-maintenance-contractors\"><\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Internal staff capacity cannot meet the volume of necessary maintenance work\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">A repair requires expertise that your employees lack (like roofing, HVAC, or <\/span><a href=\"https:\/\/limblecmms.com\/blog\/elevator-maintenance-and-repair\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">elevator maintenance<\/span><\/a><span style=\"font-weight: 400;\">)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Timelines are tight and you need help to meet a critical deadline<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You are responsible for property maintenance of remote locations and need a local independent contractor to perform in-person repairs<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">There is variability in the scope of maintenance work, so it\u2019s more cost-effective to hire a contractor when needed than to keep full-time or part-time staff<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You want to reduce your liability in certain situations.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">The perks of relying on maintenance contractors<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">A good maintenance contractor can bring significant benefits to your operations. Let\u2019s explain some of them.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Costs saving<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">By outsourcing maintenance tasks, companies can avoid the expenses associated with hiring and training full-time staff and equipping them with specialized equipment and job types.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, maintenance contractors often have bulk purchasing power for materials and supplies, which can result in lower costs compared to purchasing these items directly for your organization.<\/span><br \/>\n<span id=\"managing-outsourced-maintenance-with-Limble-CMMS\"><\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Specialized expertise<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Maintenance contractors often have a team of highly skilled <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-technician\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">maintenance technicians<\/span><\/a><span style=\"font-weight: 400;\"> or subcontractors who have specialized experience that may not exist on your team.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This expertise can be valuable when dealing with complex equipment, as the contractor can provide quick and efficient solutions that may not be possible with an in-house team.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Flexible workforce<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Maintenance contractors are able to provide a flexible workforce. The number of people can quickly be scaled up or down, according to your demands.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Managing outsourced maintenance with Limble CMMS<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">It\u2019s unlikely that you\u2019ll be working with a single maintenance contractor. As the number of outside vendors increases, it can be challenging to manage them all and track the costs without a comprehensive <\/span><span style=\"font-weight: 400;\">maintenance vendor management solution<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Limble CMMS provides full oversight of outside vendors and enables you to streamline all related workflows in one place. Its vendor management features include the ability to:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track and store all vendor contact information and contracts in one easy-to-access place<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Associate vendors with the assets they maintain<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Keep a record of spent time, parts used, and invoices created<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Access to all work orders and communication histories (if you provided access to Limble)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Effortlessly communicate via email notifications, detailed instructions, and comments<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Track expenditures for each vendor and invoice.<\/span><\/li>\n<\/ul>\n<p><span id=\"close-the-deal-with-a-good-contract\"><\/span><span style=\"font-weight: 400;\">Check out the video below to see how you can share maintenance tasks with people or companies that are outside your organization.<\/span><\/p>\n<p><iframe loading=\"lazy\" title=\"YouTube video player\" src=\"https:\/\/youtube.com\/embed\/6VZh4W3IE10\" width=\"675\" height=\"356\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><\/iframe><\/p>\n<h2><span style=\"font-weight: 400;\">Close the deal with a good contract<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Finding a reliable and experienced maintenance contractor can be tedious.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It is important to clearly communicate your service expectations as well as your budget and timelines. That way, the contractor will be better able to understand your needs and deliver the desired results.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you find the right partner, the next step is to prepare a\u00a0 <\/span><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-contract\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">proposed maintenance contract<\/span><\/a><span style=\"font-weight: 400;\"> to ensure everyone is on the same page. This will be the last step in setting up your business relationship for success.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you lean towards building an internal maintenance team, we have written about virtually all maintenance roles:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-director\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance director<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-manager\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance manager<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-planner\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance planner<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-supervisor\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance supervisor<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-coordinator-job-description\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance coordinator<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-mechanic\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Maintenance mechanic<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/limblecmms.com\/blog\/maintenance-worker\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">General maintenance worker\u00a0<\/span><\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>When it comes to maintaining the critical infrastructure and machinery [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":9571,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[739],"tags":[],"class_list":["post-9535","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-maintenance-operations"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.7.1 (Yoast SEO v25.7) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What To Look For In A Maintenance Contractor<\/title>\n<meta name=\"description\" content=\"Learn who a maintenance contractor is, what are their responsibilities, and how their work impacts the efficiency of your operations.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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