Technology has infiltrated every aspect of business and professional services. From IT firms to accounting, and even innovative ways to run a restaurant, nearly every business is outsourcing key functions and management services. One such function that has not escaped the trend is managed services in the property services sector. For example, companies like Sunflower Pool and Patio are adopting a managed services model to streamline service offerings and improve customer experience. But what is a managed services agreement, and how can it benefit the customer and service provider alike? Let’s take a look.

There are many benefits to having a managed services provider to assist you in maintaining your pool. First, a managed services agreement is generally more comprehensive than a standard service contract. They are designed to cover a wide range of service offerings, from pool cleaning and maintenance to full-service pool installation. They can also be very useful when engaging service providers who offer multiple services. This makes them ideal for pools, as pool upkeep can encompass many iterable tasks over the course of a year. Because managed services agreements are so comprehensive, they can help customers to better understand what to expect from the service being performed. They clearly define the scope of services offered, and set deliverables for each task. A managed services agreement might read as follows:

1. Deliverables. The Contractor agrees to manage, supervise, coordinate, maintain, repair, and upgrade all pools, spas, and other water features located on the Property. The Contractor will manage and provide detail for outsourced service provider, if necessary, in addition to:
2. Monthly Reports. The Contractor will submit a monthly written report to the Owner detailing all services performed throughout the previous month, any maintenance or repairs that were required, and any repair work that was performed. The Contractor will supply photographs showing the condition of the Owner’s facilities prior to and after any maintenance and/or repairs.
3. Weekly Facility Inspections. Each Sunday commencing after the execution of this Agreement, the Contractor shall complete a Facility Inspection Report to check for leaks, stains, and other conditions. The Contractor will inspect all pumps, filters, skimmers, paddles, jets, walls, slides, diving boards, stair rails, and all other components.
4. Pool Repair & Replacements. The Contractor agrees to repair, replace, and/or advise the Owner of any defective component such as pumps, filters, skimmers, paddles, jets, walls, slides, diving boards, stair rails, tile and other surfaces.
5. Emergency Services. In addition to the services agreed to herein, the Contractor can be retained after business hours for emergency services if required. If the Contractor is notified of an emergency such as a leak, stain, or faulty component requiring immediate attention, the Contractor may charge his hourly rate or a flat fee agreed to in advance. All repairs are billed at the Contractor’s regular hourly rate outlined in Section 5.0.

In a typical managed services agreement for pools, the specified “scope of work” includes much more detail. The goal of a managed services model is to make both parties completely aware of what to expect and when. This is one anticipated reason for the burgeoning popularity of managed services agreements over traditional service contracts. With so many tasks to be completed over the course of the year, speculating what may or may not be needed is not good enough for every customer. Managed aquatic services agreements include defined schedules for routine maintenance, one-time services, and special requests. Some of the most frequent services offered include:

In checking with other area pool management companies, I have learned that other customers request unique tasks as well, like streamlining chemical management services to save time during seasonal high points. A managed services agreement makes it easier for both customer and contractor to address outstanding issues and requests quickly. Take for instance, the following section of a managed services agreement:

Add-Ons

The Parties agree to this addendum of this Agreement concerning additional services requested by the Owner in addition to those agreed to in the initial service agreement. Any services requested by the Owner in addition to those included in this Managed Services addendum must be implemented via a change order to this Managed Services Agreement. The Parties further agree to the following additional maintenance services which can be scheduled between the Owner and Contractor upon notice:

As we see, not only does a managed services agreement include specific scheduling for service delivery, but it also comes with a clause that addresses special requests. This one-two punch helps the customer and contractor to satisfy their needs efficiently. Not only do managed services help to satisfy the customer’s demands for services, but it also offers the provider a unique opportunity to build goodwill and quality service interactions for the future. Since the owner knows that the contractor is familiar with the facility, and fully aware of the property’s issues, service can usually be implemented quickly and efficiently.

Managed services agreements also offer legal protections for both the contractor and the customer. For example, here is a sample indemnification clause taken from a managed services agreement: Assuming a contractor was using other services to execute certain tasks for a client, the indemnification clause will protect the overall contractor from excessive liability when the services provided do not meet the expectations outlined elsewhere in the agreement. Managed services agreements also offer the customer some additional protection as well for surprising costs that may suddenly crop up during the life of a contract: Liens. In the event the Owner fails to pay Contractor for services rendered and materials purchased, the Contractor reserves the right and the express power to file a Mechanic’s Lien against the Property in Salem County.

High expectations require clear communication between pool customers and their service providers. There are many ways in which managed services agreements have become the new norm for innovative business. Here at Sunflower Pool and Patio, we have worked with managed services platforms for several years now to streamline our service offerings and provide operational solutions for our customers. Managed services agreements are just one service that we offer to our clients to make their pool experience more enjoyable. But there are many options to consider depending on your unique needs. We encourage anyone interested in learning more about managing their pool experience to reach out to us online today!

Sunflower Pool and Patio customers in Salina, Kansas and other areas can benefit from a powerful set of contract and lease procedures through our investigation of a recent legal article on the subject of end of lease contract matters. We discovered some very useful tips that can help our pool and outdoor product customers navigate this important part of their contracts, and you can click here to see the full article yourself.

We know Sunflower Pool and Patio customers don’t want to have to pay any additional fees for maintenance or other costs when lease end arrives, and in this we can help. It all starts with understanding the terms of your contract at the time of the purchase. Savvy customers make sure they know what is expected of them at the end of the lease contract period, as some products must be returned but others can be renewed or even purchased. If a purchase option is available, it’s important to note whether it’s at market price or a nominal price.

Another big step is to properly review your obligations under the lease contract. You may be asked to ensure that the rented product is returned in a certain condition or, on the other hand, you may be required to have the product professionally cleaned. By reviewing your contract in detail, you can avoid having any additional costs incurred at the time of the lease end date.

You may also want to consider upgrading an equipment package when the end of lease date arrives for your pool equipment or patio equipment. In many cases it can be an advantage for customers to ensure they have the latest and greatest designs, technology, and features in their landscape or backyard features, and this can also be achieved with smooth end of lease contract management. On the other hand, if your contractual agreement isn’t clear about whether your items can be updated or upgraded at lease end, you may have to decide whether to pay a fee or buy out the product or simply keep it as-is.

In certain situations, you may be subject to early termination fees or other penalties from lease end marketing agreements. It pays to know what your obligations are! At the end of a lease period for a product, you may need to pay either an early termination fee or an extra fee for not making lease payments all the way to the end, or even “back payments” for each month you missed paying during the term of your original lease. Late fees and other costs can really add up, so we advise our customers to be negative about these types of provisions and make sure they read the fine print.

In order to avoid a poor outcome at lease end, it’s also important to make sure that no damage occurred during the time that you owned the leased item. You may want to take photos of the current condition of the unit, for example, or have preliminary discussions with a technician or other expert to find out whether your accessories, patio features, outdoor products, or other items meet the standard in your lease agreement. This can potentially save you money at lease end – and it can help you smoothly transition to a possible upgrade, purchase, or other option.

More considerations include whether you should purchase a piece of equipment outright or whether it’s better to keep a selected item in the lease end program for another year. The term of the lease can affect these decisions, for example, so it’s very important to consult the terms of the lease agreement before making a decision one way or the other about your leased pools, outdoor rooms, and other products.

One last consideration is whether you should contact a legal professional for advice on these issues. This relates back to an earlier point, where we noted that it’s important to know the details of the contract. By reading an article like Effective Lease End Management, you can better understand any potential purchase options or other opportunities at your disposal, and make an informed decision whether to upgrade or continue with your current leased products.

When considering these aspects of your lease end management procedure, be very clear about what you want. Dishonest negotiators will sometimes emphasize a lease end procedure in order to unduly influence a customer into spending more than they should. Keep the facts of your lease end possibilities in mind and follow through with persuasive negotiation techniques.

For more information on lease agreements and their implications, you can visit Wikipedia.