CONTROLLED DOCUMENT: WI-ABES-1102
QMS STANDARDS
BUSINESS UNIT:
ABM Building and Energy Solutions 1005 Windward Ridge Parkway, Alpharetta, GA 30005
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: Subcontracting Policy for Company Owned Store (COS) Locations
AREA: Operations TYPE OF PROCEDURE: Transition and Validation
DOCUMENT NUMBER: WI-ABES-1102 REVISION: 1.3
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 11/04/13 11/04/13
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT
1.0 PURPOSE/SCOPE This Work Instruction (WI) describes the proper process to follow for hiring subcontractors at ABM Building Energy Solutions (ABES) company owned store (COS) locations. It applies to all ABES union (ABM Building Solutions) and non-union (ABM Building Services) locations and must be adhered to by all relevant personnel as described below. This will ensure that only qualified subcontractors are utilized and that they follow our policies and procedures. It will also ensure that subcontractors are responsible for their actions. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
All ABES employees in an operational, sales and financial role must read, understand and abide by the provisions of this policy. All ABES general managers are responsible for ensuring that his/her employees are in compliance to this policy. The ABM Franchising Group Vice President of Operations is responsible for ensuring that the provisions of this policy are in compliance with corporate standards and that all general managers are abiding by its standards.
2.2 APPROVAL / ESCALATION RESPONSIBILITIES
The Senior Vice President of Operations at ABES is the point of escalation for all matters contested or inquired upon in this policy.
Procedure Title: Subcontracting Policy for COS Locations
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QMS STANDARDS
CONTROLLED DOCUMENT: WI-ABES-1102
3.0 PROCEDURE (SOP OR WI STEPS) 3.1 Roles of Compliance
The general manager will ultimately be responsible for execution of subcontracts. The general manager may assign the task of getting proper documentation from subcontractors and filling out the standard subcontract documents to Operations personnel. The project manager is in the best position to describe the work potential to subcontractors based on the scope of work required to complete the project. The project manager must seek out and cover all gaps between ABES and the subcontractor. There cannot be any areas of responsibility left open. The best approach is to incorporate all terms and conditions in the contract which are imposed on ABES onto the subcontractor.
3.2 Subcontractor Agreement
Additional terms should describe the ABES and subcontractor relationship, work to be performed, time of performance, and price. A well written subcontractor agreement that clearly requires the subcontractor to meet the same work requirements, notice requirements, safety procedures, and claims procedures that ABES must meet, will help the project run smoothly and eliminate potential claims between ABES, our customer, and the subcontractor.
3.3 Subcontractor Quotes
Any single commitment to purchase subcontract services in excess of $5K should be competitively bid. Three (3) competitive quotations should be solicited and subsequently reviewed. Quotations can be in an electronic format (email) or in writing (FAX acceptable) and must include all information material to the purchasing decision including at a minimum: price, schedule, and verification of the subcontractor's ability to meet ABM's defined requirements. All quotations must clearly indicate the subcontractor's acceptance of the applicable ABM standard Subcontract Terms and Conditions as defined by the anticipated project size, scope and other conditions, inclusive of payment terms. Quotes received from subcontractors who have not been previously qualified by ABM or whom we have not worked with in the last 12 months, must have a current Dun & Bradstreet (D&B) credit report. All subcontractors must provide proof of workman’s compensation insurance, a certificate of liability insurance naming ABM Building Solutions, LLC, or ABM Building Services, LLC (as applicable), as additional insured, and provide a valid W-9 form.
3.4 Steps for Using a Subcontractor STEP 1.
WHAT Sales must solicit a minimum of one (1) firm quote from subcontractor, however, three (3) quotes are recommended. This quote must be in writing (email and fax are ok)
WHEN Before proposal is submitted to customer
Procedure Title: Subcontracting Policy for COS Locations
COMPETENCY (WHO) Salesperson
HOW (TOOLS) Request quotation from subcontractor. The quote can be in an electronic format (email) or in writing (FAX acceptable) and must include all information material to the purchasing decision including at a minimum: price, schedule, and verification of the subcontractor's ability to meet ABM's defined
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QMS STANDARDS
CONTROLLED DOCUMENT: WI-ABES-1102
STEP
WHAT
2.
1Recommend (3) . competitive bids from subcontractors for work in excess of $5,000.00
3.
4.
WHEN
COMPETENCY (WHO)
Before any subcontract is issued
Operations personnel who will be managing the project. Sales may provide bids that were received prior to sale
Review scope of work from subs and select subcontractor based on price and qualifications.
After all bids are received and contract is approved by customer
Operations personnel who will be managing the project.
Lien Waivers
When subcontractor sends in payment request for work performed under our standard or master subcontract for services
Business systems personnel directed by person managing the project
Procedure Title: Subcontracting Policy for COS Locations
HOW (TOOLS) requirements. (NO TIME AND MATERIAL ACCEPTED) Request quotation from subcontractor. The quote can be in an electronic format (email) or in writing (FAX acceptable) and must include all information material to the purchasing decision including at a minimum: price, schedule, and verification of the subcontractor's ability to meet ABM's defined requirements. (NO TIME AND MATERIAL ACCEPTED) For work in excess of $5k, a standard subcontract for services or a master subcontract for services must be utilized. Before the subcontractor proceeds with any work, they must return a signed copy of our standard subcontract or master subcontract for services. If the cost of work is less than $5k, then a field work order may be utilized. Instructions for use of the field work order are included in the field work order document. The ABM Commitments Policy must be reviewed in order to determine who can actually execute the subcontract based on the dollar thresholds. Any questions can be routed to the ABM Franchising Group Senior VP of Operations or ABM Franchising Group VP of Operations Person managing the project shall request signed partial and final lien waivers whenever a subcontractor application for payment is received in-house. No payment shall be made without a lien waiver.
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QMS STANDARDS
CONTROLLED DOCUMENT: WI-ABES-1102
4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABES, ABM Building and Energy Solutions COS, Company Owned Store GM, General Manager Lien Waiver 5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME
LOCATION
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE Project Management Team Site-provides information on importance of procedure
LOCATION http://www.abmlq.com/wiabes1102a
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Standard Subcontract for Services Master Subcontract for Services Field Work Order
LOCATION http://www.abmlq.com/wiabes1102b http://www.abmlq.com/wiabes1102b http://www.abmlq.com/wiabes1102b
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION
1.3 11/04/13
LAST APPROVAL DATE
10/29/13
(MM/DD/YY) (MM/DD/YY)
DOCUMENT AUTHOR: Rick Goetz and Greg Sowder
Procedure Title: Subcontracting Policy for COS Locations
DOCUMENT MANAGER: Rick Goetz; Melissa Cipriani
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CONTROLLED DOCUMENT: WI-ABES-1102
QMS STANDARDS
REASON FOR CHANGE:
SECTION / PARAGRAPH CHANGED
Revision
1.0 1.1
All All All
1.2 1.3
All
DATE OF REVISION MM/DD/YY
CHANGE MADE
Initial Entry Package for release; use updated branding of business unit (BU) names Modified BU acronym from ABMES to ABES; Section 3.3 Proof of Insurance names ABM Building Solutions, LLC and ABM Building Services, LLC as applicable Prepare and package for release
01/16/09 10/16/13
10/23/13 11/04/13
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS ABES General Managers ABES Operations ABES Sales ABES Business Systems Managers ABM Franchising Group, VP of Operations ABES Senior VP of Operations ABM Legal Team, Contracts Management
10.0
APPROVALS QMS APPROVAL RECORDS FIRST APPROVER NAME: RICK GOETZ
TITLE: ABMFG, VP OF OPERATIONS SIGNATURE: ELECTRONIC APPROVAL
SECOND APPROVER NAME: GREG SOWDER
TITLE: ABES, SENIOR VP OF OPERATIONS SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: GREG LUSH
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
DOCUMENT HISTORY SECTION: Document Created on 01/16/09 by Rick Goetz and Greg Sowder Document Modified on 10/16/13 by Melissa Cipriani Document Modified on 10/23/13 by Melissa Cipriani Document Modified on 11/04/13 by Melissa Cipriani
Procedure Title: Subcontracting Policy for COS Locations
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