FAQs: Facility Management Documents

Does AIA Contract Documents publish contracts that can be used a maintenance contractor? 

Yes. AIA Contract Documents offers the following agreements and forms that can be used for maintenance projects. 

What types of maintenance agreements does AIA Contract Documents publish? 

AIA Contract Documents offers maintenance agreements in two contracting methods:(1) a master agreement with work orders and (2) as stand-alone agreements. These maintenance documents are designed to address the business conditions and legal environment of facilities maintenance. The documents are intended to be used when a client hires a contractor to perform any building repair, maintenance, or improvement.Importantly, the anticipated services contemplated by the facilities maintenance documents are simple and designed to accommodate smaller projects. Because the forms are highly abbreviated, users should evaluate the size and complexity of their project to ensure that the facilities maintenance documents meet their needs. To the extent a project is complex in nature and requires a more traditional contracting approach, other families of AIA Contract Documents may be appropriate. 

When should I use a master agreement and work orders for hiring a maintenance contractor? 

AIA Contract Document F101-2023, Master Maintenance Agreement is intended for use when the scope of the maintenance work will subsequently be defined through one or more work orders. A master agreement, such as F101-2023, should be used when an owner or facility manager intends to engage the same maintenance contractor on multiple individual projects over a period of time.  

The F101 is coordinated for use with either the F201-2023, Work Order for As Needed Maintenance Work or the F202-2023, Work Order for Ongoing Maintenance Work. Each work order will provide information about the scope of work, schedule, compensation, and any special considerations associated with the work, such as payment terms or insurance requirements that are different from the master agreement. Use of the F101 and a work order creates a work order contract that includes the terms and scope of the maintenance work, and requires the contractor to perform the maintenance work. 

This contracting method allows for multiple scopes of maintenance work to be issued quickly to a contractor without renegotiating the underlying terms and conditions of the master agreement. Master agreements may be used where a contractor performs services on several different properties, or where a contractor’s services will be phased according to location or a completion schedule.  

When should I use a stand-alone maintenance contractor to hire a maintenance contractor? 

AIA Contract Documents offers two types of stand-alone maintenance agreements - 

There are two stand-alone agreements –(1)the F102-2023, Maintenance Agreement for As Needed Maintenance Work and (2) the F103-2023, Maintenance Agreement for Ongoing Maintenance Work. These stand-alone agreements include the terms and scope of the maintenance work in one form. Unlike when using the F101-2023, Master Maintenance Agreement, a separate work order is not needed when using these stand-alone agreements.Stand-alone agreements are used when the contractor will not have reoccurring work with the client. 

What is the difference between as needed facility maintenance services or ongoing facility maintenance services?

As-Needed Services. Agreements for as-needed services will generally include work associated with discrete building repair or simple building improvements (e.g., roof repairs, façade painting, parking lot striping, HVAC repairs, small building projects).   

Ongoing Services. Agreements for ongoing services will generally include work associated with repetitive maintenance needs regularly performed as part of a building’s upkeep (e.g., HVAC maintenance, cleaning services, lawn care, and snow removal).   

Are there supporting documents that can be used with the facility maintenance agreements?

Yes, the facility maintenance documents are accompanied by a set of supporting documents, which are compatible with all of our maintenance agreement methods (e.g., master agreement or stand alone agreement).  

F701-2023, Amendment for Maintenance Work. This document is used for implementing changes to the  parties’ agreement or scope of work . By executing the F701, the parties agree upon all terms of the change, including any modifications to the contractor’s compensation and schedule. This form allows for the signatures of the client and contractor, and for a description of the change. 

F702-2023, Invoice for Maintenance Work. This document is used by the contractor to submit invoices to the client. The F702 includes fill points that identify the underlying agreement, describe the Maintenance Work performed, identify where payment should be sent, and describe any supporting documentation.  

F703-2023, Request for Certificate of Insurance. This document is used to request a certificate of insurance. This request may be associated with a previously executed agreement or for when requesting a certificate of insurance for bidding purposes. This form is intended for use by either the client or the contractor. 

F704-2023, Status Report for Maintenance Work. This document is used by the Contractor to submit status reports for the maintenance work associated with a work order contract. Section 6.3 of the F101, F102, and F103 provide that the contractor will keep the client reasonably informed of the progress of the maintenance work, including any complaints or incidents related to the maintenance work that may adversely impact the property. The contractor may use F704 to satisfy this requirement.

How are maintenance agreements different from construction agreements? 

The AIA Contract Documents maintenance agreements differ from construction contracts in a few key ways: 

  1. Maintenance contractors do not work towards “substantial completion”. 
  2. Maintenance contractors have more interaction with end users of the building. 
  3. Maintenance contractors are typically paid by through an invoicing system rather than through applications and certifications for payment. 
  4. Maintenance contractors are less likely to be working with a design professional. 
  5. Maintenance contractors typically perform work under a master agreement and work order contractual structure. 
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