PRSM 2012 Best Practices - (Page 18)

hvAC MAiNTENANCE ANd rEPAirS QuOTE rEviEw AUTHOR Phil donahue, supervisor, Facilities Management COMPANY staples, inc. chAllenge: Because HVAC maintenance is one of the top three company spends for repair and maintenance, the organization was challenged with lowering these costs. Given that facility coordinators are responsible for all trades (plumbing, electrical, landscape, fire systems, etc.) and have basic knowledge of HVAC maintenance and repairs, a creative approach was required to achieve cost savings associated with HVAC maintenance and repairs. best PrActice: It became apparent that a process was needed to help reduce these costs by ensuring that quotes being submitted from vendor partners were appropriate for the work being requested. HVAC staff technicians were asked to review all quotes submitted by vendor partners. Their focus was on part pricing, hours of labor and equipment usage costs. If a quote is found to be excessively high, the technicians will issue a discrepancy report back to the vendor partner(s) with specific issues on the submitted quote. Vendors are asked to adjust the quote to appropriate costs levels and re-submit. The goal is to be fair and objective for both Staples and its HVAC vendor partners. results: The results to date have been positive; some quoted repairs were found to be manufacturer or contractor warranty on parts and even labor. A number of repairs were also revealed to be deferrable (seasonal) and some were not necessary at all. From an efficiency standpoint the facility management team is able to process these work orders with more confidence based on the HVAC technician’s review, translating to repairs that are done quicker with less impact on store operators. VeriFicAtion oF eFFiciency And sAVings cAPtured: The process above required that savings be tracked and monitored when found. The solution is a simple Excel spreadsheet that nets down the submitted quotes vs. adjusted quotes, showing the costs savings. For example, a quote was received for a unit replacement, and after going through the quote review process it turned into a simple blower motor replacement. In another case, the labor for a quote submitted for a heat exchanger replacement was reduced by four hours. The company can also filter by vendor partner and monitor the number of discrepancies for each. When vendor compliance is reviewed, specific instances are available for discussion that enable strengthening of the companyvendor partnership. 18 | 2012 Best Practices

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices