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© 2017 Specialty Underwriters LLC
Prepared ForWayne State UniversityProcurement and Strategic Sourcing
June 2017
Prepared BySpecialty Underwriters LLCA Subsidiary of SU Group LLC9667 South 20th StreetOak Creek, WI 53154800-558-9910 • 414-281-1100
SU Group LLC Equipment Maintenance Management2017 Implementation Proposal
TABLE of contentsTopic PageCompany Profile ......................................................................................................................................... 01 How the Program Works Our Reputation Unmatched Experience Financial Strength Continued Growth
Program Introduction................................................................................................................................... 05 Key Benefits Initial Review & Financial Impact Analysis
Service Delivery Options............................................................................................................................. 08 TELESERVE™ Overview COM-TEC® Overview Program Staff Team Approach
Implementation Plan.................................................................................................................................... 13 Implementation Timeline Implementation Checklist
Online Reporting ......................................................................................................................................... 17 Reporting Overview Report Types
Sample Reports ........................................................................................................................................... 21 Equipment Cost Report Schedule of Equipment Equipment Inventory by Site Number High Risk Report Reimbursement Report
Appendices ................................................................................................................................................. 27 Eligible Equipment Equipment Vendors Frequently Asked Questions Escalation Procedures Escalation Process Escalation Roles
Sample Letters ............................................................................................................................................ 35 Sample Introduction Letter Sample Vendor Contract Cancellation Letter Sample Vendor Contract Non-Renewal Letter Sample Specialty Underwriters LLC Vendor Notification Letter
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COMPANY profile How the Program Works Our Reputation Unmatched Experience Financial Strength Continued Growth
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COMPANY profileSpecialty Underwriters LLC, a subsidiary ofSU Group LLC, was established in Wisconsinon July 21, 1982. Expanding over time, thecompany pioneered the comprehensiveequipment maintenance managementprogram (EMMP) concept as a flexiblealternative to full cost service contracts.Today SU and its affiliates serve variouscorporations, governmental bodies,educational institutions, medical facilities,high technology industries and otherorganizations worldwide!
SU Group LLC’s corporate headquarters are located in Oak Creek (see map), a suburb of Milwaukee, WI.
Education Healthcare Government Finance Pharmaceuticals
How the Program WorksTypically, when organizations purchase equipment from an original equipment manufacturer (OEM), theyalso sign a service contract or agreement by the OEM/vendor to provide repair services on thatequipment. Unlike the OEM, Specialty Underwriters LLC does not repair any equipment directly and,therefore, has no stake in any manufacturer’s equipment or service vendor. Our equipment maintenancemanagement program (EMMP) consolidates service contracts into one (1) easily manageable masteragreement, assuming the financial risk of equipment repairs as they occur.
By specializing in only equipment maintenance management, we know the appropriate market prices ofpreventive maintenance (PM) and repairs for virtually every piece of equipment. We have also loggedextensive actuarial equipment data indicating the likelihood of equipment breakdown. This extensiveexpertise helps us assess your current equipment costs in relation to similar institutions and providesignificant savings (up to 35%) on annual maintenance costs through the E&I contract (#CNR01337).
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“Hard dollar" savings (actual repair costs) are achieved by completing a simple conversion processwhich spreads the risk across a high volume of equipment types from numerous OEMs. SpecialtyUnderwriters will assist you in completing this process, which takes, in most cases, less than thirty (30)days. You will be able to continue working with your current vendors with no sacrifice of service quality.Your only responsibility could be to place a toll-free call to Specialty Underwriters LLC’s Dispatch Centerwhenever you require equipment maintenance. We handle everything else.
By taking total responsibility for the administration and management of theseservices, Specialty Underwriters delivers significant "soft dollar" savings(administrative and employee-hour costs). We are experienced at managing therepair process effectively and efficiently, maximizing the client’s maintenance dollar.With Specialty Underwriters, you will enjoy better coverage, a guaranteed annualbudget, cost savings of 17% to 35% over traditional maintenance programs, improvedcontrol and ultimately less distraction from your organization’s core business.
Our ReputationAs the equipment maintenance management program (EMMP) pioneers, SU Group LLC has collectivelyamassed the most experience and actuarial data in the industry. Specialty Underwriters has built andmaintained a reputation of outstanding service, sustained cost savings, longevity, professionalism andintegrity. Long-term business relationships are at the heart of the way Specialty Underwriters hasperformed business over the last thirty-five (35) years and our mission is to continue growth plansbased on that foundation.
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Unmatched ExperienceAs a testament to Specialty Underwriters LLC’s leadership role in the equipment maintenance industry,Specialty Underwriters has designed and managed equipment maintenance management programs(EMMPs) for entities including, but not limited to the following: E&I Cooperative Services (contract term value, over $60 million) Aventis Pharmaceuticals (contract term value, over $20 million) Continuum Healthcare (contract term value, over $50 million) US Bank (contract term value, over $40 million) Vizient (contract term value, over $100 million)
SU Group LLC has also held numerous state contracts over the past 34 years (see list below): Alabama (AL), Arizona (AZ), Delaware (DE), Florida (FL), Georgia (GA), Iowa (IA), Louisiana (LA),Minnesota (MN), Mississippi (MS), Missouri (MO), New Jersey (NJ), Ohio (OH), Oklahoma (OK),Pennsylvania (PA), South Carolina (SC), Tennessee (TN), West Virginia (WV) and Wisconsin (WI)
Financial StrengthSU Group LLC provides insurance backed equipment maintenance insurance policies also known asMaintenance Service Agreements (MSAs) to their customers through utilization of no less than two (2)“A-” rated (rating assigned by A.M. Best Company, Inc.) insurance companies. The sole member of SUGroup LLC established and currently owns and operates SU Insurance Company (SUIC). No othercompany in this marketplace possesses an insurance company established and dedicated exclusively toequipment maintenance insurance!
Continued GrowthFrom the start, we have continually refined and improved our programs, services and approach to thisspecialized market. We believe that because something worked in the past, does not mean it willnecessary solve tomorrow’s challenges. Our clients continue to assist in the evolution of our services aswe mutually develop new ways to capture and report meaningful data and structure innovative financialproducts to drive down costs.
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PROGRAM introduction Key Benefits Initial Review & Financial Impact Analysis
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Key BenefitsSpecialty Underwriters offers the most innovative, flexible and comprehensive equipment maintenancemanagement program (EMMP) available today. The program converts eligible contracts to a time andmaterial basis, contract-to-contract, or alternative solutions, while managing the vendors and assumingthis financial risk. With Specialty Underwriters, customers are able to take advantage of the following!
Cost reductionSave up to 35% off existing maintenancecontracts on a wide range of eligibleequipment while maintaining the same greatcoverage and response times.
Vendor of choiceUtilize any qualified vendor of your choice toservice eligible equipment (maintain directcontact with the service provider if you wish)
Increased cash flowQuarterly or monthly program paymentsincrease your cash flow
FlexibilityClient can add or remove equipment from theprogram at any time
Comprehensive coverageCorrective maintenance, PMs, repair parts(glassware optional unless stated) and rentalof substitute equipment included
Improved accountabilityMember only, real-time, online managementreports help clients better evaluate equipmentlife-cycles and vendor performance
ConsolidationOne contract with one common anniversarydate, one payment, one point of contact for allequipment service issues and capped costs
Stay in controlClient controls equipment maintenancedecisions and costs
In-house reimbursementCorrective and preventative maintenanceperformed by the customer’s in-house staff isreimbursed at a rate of $50 per hour
Reduced administrative burdenLess purchase orders (POs), invoices andpaperwork related to equipment maintenancebecause SU pays vendor directly
Second-source informationSU engineering resources offer second-sourceinformation
Free analysisComplete audit of maintenance data providedat no charge
Asset managementSU provides equipment tags OR an equipmentlist to help track and manage service of assetscovered (reports available for internalstakeholders)
Simplified invoicingSingle invoice or invoicing broken out bysite/cost center covering service of allequipment regardless of vendor
Cash-out optionAvailable for recurrent defective equipment
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Initial Review & Financial Impact AnalysisSpecialty Underwriters collects various service agreements. The focus of our analysis is to understand& confirm the following key information: Costs for corrective repairs Costs for preventative maintenance Start and renewal dates Hours of service coverage
Coverage of consumables Cancellation penalties Device location Maintenance contract T&C’s
Once recorded, the data for each device is compared to Specialty Underwriters’ proprietary actuarial data(collected over our 30+ years of operation) to corroborate the current pricing and confirm there are noextraordinary terms or conditions.
Specialty Underwriters categorizes equipment by the following criterion: Equipment schedule by contract expiration date Equipment schedule by manufacturer Equipment that SU recommends be maintained under an Original Equipment Manufacturer’s(OEM) maintenance contract at this time
Should the client choose to pursue this financial impact, Specialty Underwriters program experts willmeet with University’s stakeholders to customize the program and identify further financial andadministrative details including: Specific in-house reimbursements rates Additional areas for cost reduction
All of us at Specialty Underwriters appreciate the opportunity to serve you and look forward to workingwith you in the near future!
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SERVICE delivery options TELESERVE™ Overview COM-TEC® Overview Program Staff Team Approach
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SERVICE delivery optionsSpecialty Underwriters LLC’s national TELESERVE™ program provides access to a centralized dispatchcenter customers can call for all service event types. Dispatch answers most calls in three (3) rings orless. When service is required, customers may call the aforementioned TELESERVE™ toll-free number oremail a service request in lieu of contacting the vendor directly. Then, Specialty Underwriters canrecommend and assign one of our outstanding vendors OR utilize University of Virginia’s vendor ofchoice that complies with the program requirements.
When the TELESERVE™ Dispatch Center receives a service request, a Specialty Underwriters dispatchoperator (live person) will confirm the following with the end-user: equipment ID number, equipmentlocation, preferred vendor (as shown in the database) and the nature of the problem. Once thisinformation is confirmed and recorded, Specialty Underwriters immediately places a service call to thevendor and issues a purchase order (PO) number to the vendor that guarantees payment for coveredservices. Strict procedural compliance is required for this program to deliver the highest value to the client. Throughout the year, we
will review your equipment’s performance with you and suggest additional options to further support your equipmentperformance! Should Specialty Underwriters find irregularities in service or service response time, or should a vendor’sperformance be inadequate, we will document our findings and bring this to the client’s attention along with possibleremedies. End-users are encouraged to contact the TELESERVE™ Dispatch Center concerning any questions or problems.
Specialty Underwriters requests that service providers contact the end-user that called for service toprovide them with an estimated time of arrival (ETA) to perform maintenance. To ensure this, theTELESERVE™ Dispatch Center provides a “call again” feature. This feature generates a return call fromSpecialty Underwriters to the vendor the following business day to verify that contact has been madewith the end-user and/or a service time has been scheduled.
When service is needed, end-users canlocate the equipment tag number and theprimary TELESERVE™ phone number onthe blue tag (see left) or a State propertyidentification on the side of their coveredequipment.
When utilizing TELESERVE™, use the following methods to assist in reducing equipment repaircosts: When calling for service, make sure that
the problem cannot be corrected in-house(e.g., unit unplugged, paper jam, etc.) Repair several problems at the same timeto avoid duplicate travel time andminimum hourly charges
Request the most reliable repair personnel Make the service vendor(s) accountablefor their repair time Attempt to have preventive and correctivemaintenance performed at the same time
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TELESERVE™ OverviewOne easy step triggers the TELESERVE™ service process!
1 Call TELESERVE™When PMs or repairs are required, contact SU’s toll-free, 24/7 dispatch number at (800) 833-7050 or email [email protected].
2 Vendor dispatchedThen, SU will dispatch your vendor with our purchase order (PO) number. SU confirms via email.
3 Vendor sends infoFollowing service, the vendor is required to send SU a field service report (FSR) & an invoice.
4 Specialty Underwriters LLC pays vendorSU will pay your vendor for covered services performed within 25-35 days after the invoice & FSRare received.
5 View online reportMeanwhile, all event service information is available to the client online at www.su-group.com.
COM-TEC® OverviewThe COM-TEC® program requires clients to play a more active role in the serviceprocess
1 Client calls vendorWhen PMs or repairs are required, the client contacts the vendor directly to request service.
2Vendor invoices clientOnce maintenance is performed, the vendor will invoice the client directly. At this time, the vendoris REQUIRED to leave a field service report (FSR) with the client’s department personnel. ClientsMUST make sure that the FSR is legible and indicates the reason(s) for the repair and/orservice(s) performed.
3 University of pays vendorThe client is responsible for paying the vendor directly, in full for services performed.
4University sends FSR and invoice to SUAfter receiving the FSR and invoice, the client MUST forward a copy of each to the SU “accountspayable” finance department (SU sticker with item number MUST be affixed to invoice). Clientsshould save the original copy of the FSR in their own SU file before forwarding to SU!
5 Specialty Underwriters LLC reimburses clientWithin 30 days, SU will send the client a check totaling the amount of all covered repairsperformed. Client Specialty Underwriters LLC
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Program Staff
The following team members are dedicated to supporting your equipment service needs!
Tim Peterson, Senior VP/Director of SalesPhone: (800) 558-9910, Ext. 2722Fax: (414) 216-0402Email: [email protected]
24Year(s) of
experience
Elaine Wilson, Business ManagerPhone: (800) 558-9910, Ext. 2123Fax: (414) 216-0344Email: [email protected]
13Year(s) of
experience
Ty Demuth, Market SpecialistPhone: (800) 558-9910, Ext. 2773Fax: (414) 216-0362Email: [email protected]
01Year(s) of
experience
Tom Greisch, Director of OperationsPhone: (800) 558-9910, Ext. 2765Fax: (414) 216-0404Email: [email protected]
28Year(s) of
experience
Gale Brooks-Franklin, Account Coordinating ManagerPhone: (800) 558-9910, Ext. 2737Fax: (414) 216-0346Email: [email protected]
34Year(s) of
experience
Vineela Gandhamaneni, Information Technology (IT) DirectorPhone: (800) 558-9910, Ext. 2961Fax: (414) 216-0407Email: [email protected]
17Year(s) of
experience
TELESERVE™ Number: (800) 833-7050 *Email addresses are not case sensitive.
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Team ApproachSpecialty Underwriters LLC is proud to dedicate its experienced staff to some of the nation’s largest costreduction initiatives! To ensure continued success, SU employs a team-based approach. This meansthe entire staff is held mutually accountable for delivering high quality, successful EMMP. It also meansthat all team members recognize and utilize each other’s skills while doing whatever necessary to servethe client. If one team member cannot directly assist the client, they will call upon a team member tohelp get the job done in a timely and professional manner. Consequently, clients are surrounded by theexclusive "3G Circle of SUpport: Great Savings, Great Service and Great People” (See below).
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IMPLEMENTATION plan Implementation Timeline Implementation Checklist
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Implementation TimelineFirst Steps Marketing/Implementation Plan Accepted Spend Report sent to SU Projected Savings Analysis generated from Spend Report and reviewed with Procurement &
Strategic Sourcing
90 – 60 Days to Start Letter of introduction sent to Departments from Procurement & Strategic Sourcing Department Meetings scheduled with Department Manager/End-users to:(1) Review initiative and dedicated program website(2) Answer questions(3) Review department specific quote(4) Collect additional contracts and update quote (as necessary)
60 - 45 Days to Start Individual equipment start dates identified (Department Manager & SU) Identify & confirm maintenance contracts to be cancelled or non-renewed (DepartmentManager) Present any new quotes or updates if applicable (SU)
45 to 40 days to Start Vendor list verified (Department Manager & SU) Vendor meetings (If necessary) “Reconciliation Report” finalized (SU)
40 to 35 days to Start Prepare non-renewal/cancellation letters (SU) Effective dates verified (Department Manager/End-user/ SU) Refunds (if applicable) identified (SU) TELESERVE™/TEC® procedures reviewed with department (SU)
35 to 30 days to Start Send vendor non-renewal/cancellation letters (certified mail by SU) SU will track certified mailing via “Reconciliation Report” Assign TELESERVE™ tag numbers to equipment OR provide TEC® equipment list (SU)
30 to 20 days to Start Start-up team arrives on-site (SU) TELESERVE™/TEC® introductory meetings with Department Manager (SU) Review on-line management reports and access with Department Manager (SU) Review “Schedule of Equipment” with Departments (SU) Equipment verification and tagging (SU) TELESERVE™/TEC® procedures tri-fold reviewed with end-user (SU) Reconcile equipment list (SU)
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20 to 10 days to Start Start-up memo and procedures provided to department/office managers (SU) Review service vendor phone/fax numbers/e-mails for accuracy (SU) Vendor billing letters sent (SU)
10 days to Start Final reviews (Department Manager/End-user/SU) Tag additional or missed equipment (SU) Equipment list provided to department/office managers with final SU quote for use in thesubmission of a requisition to Procurement Services (SU)
Program Start
Timing of the implementation plan is subject to change due to effective dates of contracts. Dates areflexible and will be adjusted to meet the requirements of the Department.
Campus Visits
It is typical that SU representatives will be on campus meeting with various department personnel on amonthly basis until all eligible departments have been met with. Following that, quarterly visits are thenorm for most University clients. We also recommend quarterly visits with Purchasing to provide statusreports on savings and any minor issues that we may encounter.
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Implementation ChecklistTask: Date Completed
Quote is signed
Implementation team identified
Individual equipment start date identified
Obtain letterhead
Identify maintenance contracts to be cancelled or non-renewed
Verify vendor profile to include:(1) Name, address, contact person and phone number(2) List of equipment inventory by location (site)
Policy issuance(1) Signed quote(2) Cost centers(3) Policy requisition form(4) Tax exempt certificate
Sign and send service vendor cancellation/non-renewal letters via Certified Mail
Set date for inventory
Track certified mailing via “Reconciliation Report”
Meet with service vendors as needed
Verify cost centers and associated manager
Service vendor list verified
Program introductory meeting with Department Managers
Inventory and tag covered equipment
Reconcile data into SU database
Service vendor list confirmed
Identify selected equipment maintenance reports
Review “Schedule of Equipment” with Departments
Review service vendor phone/fax numbers for accuracy
Send start-up memo and Procedures Manual to Departments
Announce start-up meeting date
Vendor billing letters sent
Start-up meeting for Department Managers
Final reviews
Program starts
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ONLINE reporting Reporting Overview Report Types
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Reporting OverviewSpecialty Underwriters LLC creates a detailed, tailor-made website or “landing page” (see below) for allits clients. Using a private, customer login, administration and participating agencies receive directaccess to marketing materials, program procedures and contract information customized for eachfacility.
Users may also access an expansive list of standard reports or create their own custom, online reportssummarizing information such as equipment performance, equipment inventory and reimbursements.
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Report TypesSpecialty Underwriters LLC wide range of onlinereport types (see full list below) enables clientsto analyze crucial equipment service andperformance data more effectively. This, in turn,allows management to make well-informedbusiness decisions in a timely and accuratemanner. Equipment inventory report – This
report is a listing of equipment that ismanaged by SU. This report can beproduced by vendor, manufacturer,department, cost center, item, equipmenttype, or site (see right). Reimbursement report – This reportdetails the repair activity and repair costfor the time frame selected. This reportcan be produced by vendor,manufacturer, department, cost center,item, equipment type or site. High frequency report – This reportidentifies equipment experiencing a highfrequency of service events based onpredetermined criteria. From this report,we will work with the department, oreligible users to determine if there arevendor or service issues that need to beaddressed. Dispatch report for repair date range – This report gives detailed information of service eventrequest activity for a specified date range. Details include when the service event was initiated,who reported the event and which vendor was contracted. Copy the date into a spreadsheet forresponse time analysis. Dispatch PM report for repair date range – This report gives detailed information ofpreventative maintenance (PM) service event request activity for a specified date range. Detailsinclude when the service event was initiated, who reported the event and which vendor wascontacted. Copy the data into a spreadsheet for response time analysis. Invoice search report – This report gives you the ability to look up an individual invoice orservice report number or all service events for a date range. You can review the payment statusand service performed. Use this report to review service event activity from the initial requestthrough the payment of the invoice.
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Equipment cost report – This report details the cost of each item covered on the program. Thisreport can be used by management to establish and monitor maintenance budgets. Repair invoice turnaround report – This management report details the average number ofdays for vendor payment from receipt of the invoice. Warranty watch report – This report identifies department items that are currently underwarranty. Our system will identify any items that are nearing the warranty expiration date toensure that the department has sufficient coverage upon expiration of the warranty. Out of scope report – This report identifies service events that are not completely covered bythe program. Provided is invoice and service report numbers, amounts paid and denied, andservice event descriptions detailing the out of scope reasons. PM usage report – This report itemizes every piece of equipment on the program with thenumber of preventive maintenance (PM) services allowed in process and paid. Modality of equipment – This report itemizes every piece of equipment with a maintenancesummary showing the total repair expenditures and the total number of repairs sorted byequipment number. Modality of manufacturer – This report itemizes every piece of equipment with a maintenancesummary showing the total repair expenditures and the total number of repairs sorted bymanufacturer, by model and by equipment number.
Depending on the department’s needs and requirements, we also can generate custom reports to suitspecialized tracking requirements. As mentioned, clients can generate management reports onlinethrough our website www.su-group.com. Alternatively, Specialty Underwriters LLC can also sendreports via email or provide a hard copy.
We generally schedule quarterly meetings with our accounts to review program and equipmentperformance and use these meetings as a platform to make any changes deemed necessary.
SU can set up any team member with his or her own client login.To get started, simply provide a valid email address!
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SAMPLE reports Equipment Cost Report Schedule of Equipment Equipment Inventory by Site Number High Risk Report Reimbursement Report
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Equipment Cost ReportFacility # Facility Name
Site Item/Tag # Mfg Description Repl.
ValueAnnualCharge
AnnualCharge
WrittenCharge
WrittenCharge
TotalCharges
01 1-2 MINN (2) COPIERS, MODELDI620, EXCLUDINGDRUMS
$56,000 $4,952 $0 $4,545 $0 $4,545
01 1-3 MINN (1) COPIER, MODELEP4000, EXCLUDINGDRUMS
$7,000 $891 $0 $818 $0 $818
01 1-4 MINN (1) COPIER, MODELEP4000, EXCLUDINGDRUMS
$7,000 $766 $0 $703 $0 $703
01 1-5 MINN (1) COPIER, MODELEP4000, EXCLUDINGDRUMS
$13,000 $425 $0 $390 $0 $390
01 1-6 MINN (1) COPIER, MODELEP3050, EXCLUDINGDRUMS
$7,100 $1,502 $0 $1,379 $0 $1,379
01 1-7 MINN (1) COPIER, MODELEP3050, EXCLUDINGDRUMS
$7,000 $1,148 $0 $1,054 $0 $1,054
01 1-8 MINN (1) COPIER, MODELEP4000, EXCLUDINGDRUMS
$2,600 $265 $0 $243 $0 $243
01 1-9 MINN (1) COPIER, MODELEP6211, EXCLUDINGDRUMS
$4,400 $247 $0 $227 $0 $227
01 1-10 MINN (1) COPIER, MODELNP6030, EXCLUDINGDRUMS
$6,000 $367 $0 $337 $0 $337
01 1-11 MINN (1) COPIER, MODELNP6221, EXCLUDINGDRUMS
$4,400 $393 $0 $361 $0 $361
01 1-12 MINN (1) COPIER, MODELGP200S, EXCLUDINGDRUMS
$5,000 $1,191 $0 $1,093 $0 $1,093
01 1-13 MINN (1) COPIER, MODELEP2050, EXCLUDINGDRUMS
$5,600 $442 $0 $406 $0 $406
01 1-14 MINN (1) COPIER, MODELEP2050, EXCLUDINGDRUMS
$5,600 $785 $0 $720 $0 $720
01 1-15 DICT (1) EXPRESSWRITER,MODEL 2750-C,EXCLUDING DRUMS
$2,000 $163 $0 $150 $0 $150
01 1-16 PITT (1) STRIPTAPE, MODELE565
$1,500 $141 $0 $129 $0 $129
01 1-17 UNK (1) STANDALONE 8 PORTX65 HOUR VOICE MAILSYSTEM
$7,950 $644 $0 $540 $0 $540
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Schedule of Equipment
This schedule forms a part of contract no: Agreement No.Issued to: (Customer) Facility NameBy: (Name of Company) Specialty Underwriters LLCEffective from 12:01 A.M. (Date) Day-Month-Year
A. Location of Equipment Insured: Facility NameAddress
B. Schedule
ItemNo. Description of Equipment Covered Mfg
NameI.D.
NumberReplacement
Value
23563 MICROFILM READER/ PRINTER, MODEL 603Z MINOLTA 315913 $6,300
23565 COPIER, MODEL 7050, EXCLUDING DRUMS KONICA 25SE04520 $10,000
31055 COPIER, MODEL 2400, EXCLUDING DRUMS OCE 8958 $15,000
31058 (1) VOICE RECORDING W/ TRANSCRIBBER LANIER 161577 $700
23558 (2) VOICEWRITER 800 R/B 417-1801, (5) LX301 STATIONS, (1)VW 800 MANAGEMENT CONSOLES, (2) VW800 40MBADD ONDRIVES & (2) VW800 ADD ON 4 PORTS RECORDS DEPT.
LANIER Multi on File $18,100
23559 GUARDIAN PACKAGE W/ 30 HOUR IPM, MODEL DICTAPHONE Multi on File $34,200
23560 TRI TIME CLOCK, MODEL 1101-9204 SIMPLEX TIME X29628 $900
23561 COPIER, MODEL 2216Z, INCLUDING DRUMS GESTETNER 156J6516 $13,100
31056 READER/ PRINTER, MODEL ABR2000 BELL & HOWELL 3239927 $4,300
31061 (1) PRINTER, MODEL 9030 POLICE - DISPATCH DATA 1000887 $800
31062 (1) TIME CLOCK SYSTEM, MODEL 1603-9101 SIMPLEX TIME B48226BT $500
31064 (1) DICTAPHONE SYSTEM DICTAPHONE 216946 $26,800
This schedule shall not be binding upon the Company unless Countersigned by anAuthorized Representative of the Company.
Representative of theCompany.
Multi. Loc. No. Schedule No.
(Authorized Representative) 01 1
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Equipment Inventory by Site NumberSite Number: 01 For: Facility Name
Address: Facility Address Name: Department
SerialNumber
Item/TagNumber
TypeCode
MfgName Model Description Effective
Date
CT25985 1-15 RAD UNKNOWN UNK (6) QUANTAR BASE & COMBINER, RADIOCONSOLE, INTERFACE UNIT CONTROLLER,(1) CEB, COMPUTER, PRINTER, SYSTEMWATCH, CENTRAL CONTROLLER,TERMINAL CONTROL BASE, (4) MODEMS,(225) MTS PORTABLE, SPEAKER MIC, (52)MOBILE, (45) MTVA, INCLUDING TRAVELON PORTABLE UNITS.
00-Jan-00
OT55A256 1-19 POW UNKNOWN UNK (1) UNINTERRUPTIBLE POWER SYSTEM,EXCLUDING BATTERIES
00-Jan-00
R2578 1-22 MAE PITNEYBOWES
E575 (1) FEEDER MRX ENHANCED, MODEL E575 00-Jan-00
986604 1-28 DT1 COMPAQ DS200 (4) TERMINALS, MODEL DS200 00-Jan-00
986605 1-41 CON COMPAQ DZQSA-SA (1) TLZ04/RRD40 CONTROLLER, MODELKZQSA-SA
00-Jan-00
986606 1-42 CM1 COMPAQ RF73E-AA (1) 2GB, 5.25 INCH DSSI ISE/BA4XX,MODEL RF7E-AA
00-Jan-00
107305 1-10 CM1 COMPAQ RF352-AA (1) 1.75B 3.5 INCH DSSI ISE/BA4XXX FAC,MODEL RF352-AA
00-Jan-00
987477 1-14 POW COMPAQ DSRVE-MA (12) DECSERVER 90T/L W/O POWERSUPPLY, MODEL DSRVE-MA
00-Jan-00
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High Risk ReportTo: Client Name Policy No.: IMC
Effective: 01-Oct-XX -- 30-Jun-XX Batch No.: All
Account No: ABC123 SU Received Date: 00/00/20XX
PolicyItem #
MfgCode
File#
ServiceReport No.
InvoiceNo.
Date ofService
Orig.Inv.Amt.
SUAmt.Paid
ClientAmt. Status Loss
CodeService
Description
4858 UNKN 8 WC100121 C11400077 00/00/00 $166.25 $166.25 $0.00 PD 3130 RESEATTRUNK CARD
4858 UNKN 9 WC102428 C13100073 00/00/00 $607.50 $607.50 $0.00 PD 1120 005, X2252REPLACESTATIONCARD
4858 UNKN 6 WC110648 C11500078 00/00/00 $166.25 $166.25 $0.00 PD 3125 005, RESETPHONESYSTEM,PAGING UNIT
4858 UNKN 12 WC111248 C12700094 00/00/00 $647.50 $647.50 $0.00 PD 3105 005, REPLACECONFERENCEMODULE
4858 UNKN 2 WC120912 C21800117 00/00/00 $607.50 $607.50 $0.00 PD 1120 005, X173REPL SLA-16CARD
4858 UNKN 9 WD114113 D12100063 00/00/00 $570.00 $570.00 $0.00 PD 1120 005,CONSOLE,REPLHANDSETCORD X2254,REPL SLA-16CARD
4858 UNKN 10 WD116081 D12100065 00/00/00 $588.75 $588.75 $0.00 PD 1120 005, X271,REPL SLA-16CARD, X139REPAIRMESSAGELIGHT
4858 UNKN 8 WD121069 D12200034 00/00/00 $110.00 $110.00 $0.00 PD 3115 005, REPAIRWIRING INCONSOLE
4858 UNKN 10 WD020605 D21200077 00/00/00 $570.00 $570.00 $0.00 PD 1120 X489REPLACESLA-16CARD, RESETSMDRPRINTER
4858 UNKN 20 WD042563 D50800096 00/00/00 $570.00 $570.00 $0.00 PD 3105 X2206REPLACESLA-16ANALOGCARD
4858 UNKN 21 WD050517 D50800100 00/00/00 $985.00 $985.00 $0.00 PD 3105 REPLACECIOP CARD
4858 UNKN 6 WD051332 D5280005 00/00/00 $607.50 $607.50 $0.00 PD 1120 X470REPLACESLA-160465CARD,X160, X168
Item Paid $6,196.25
Location Paid $6,196.25
* Status: CL = Clarified CWP = Closed Without Payment PD = Paid PRP = PartialPayment
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Reimbursement ReportTo: Client Name Policy No.: IMC
Effective: 01-Aug-16 – 01-Aug-17 Batch No.: All
Account No: 99999 SU Received Date:
PolicyItem #
MfgCode
File/WONo.
ServiceReport
No.
OriginalInvoice
No.
Date ofService
InvoiceAmt.
Amt.Paid
SUClient Amt. Status Loss
CodeService
Description
2001-1 BAKK 718755 10137 4762 00/00/00 $ 1,042.50 $ 1,042.50 $0.00 PD 200 033 REPLACE APERATURE CLEARER, BLOODPROBE STYLETTES AND PUMPDIAPHRAGM
Item Paid: $ 1,042.50
2006 SORV SLS980120 34230 9815 00/00/00 $ 500.00 $ 500.00 $0.00 PD 200 881 REPAIR DOOR HINGE2006 SORV SLS981205 34230 9815 00/00/00 $ 92.93 $ 92.93 $0.00 PD 200 881 REPLACE DRIVE RING ASSEMBLY (PART
ONLY)
Item Paid: $ 592.93
2006-1 SORV SVC980001 10136 4761 00/00/00 $ 350.00 $ 350.00 $0.00 PD 200 881 REPAIR LID2006-1 SORV SCV980003 10136 4761 00/00/00 $ 350.00 $ 350.00 $0.00 PD 200 881 REPAIR LID2006-1 SORV SVC980007 10136 4761 00/00/00 $ 1,083.50 $ 1,083.50 $0.00 PD 200 881 REPLACE CONNECTOR ASSEMBLY2006-1 SORV SVO990000 10136 4761 00/00/00 $ 418.00 $ 418.00 $0.00 PD 200 REPLACE TORSION HINGE
Item Paid: $2,201.50
2007 SORV SLS980125 64518 5599 00/00/00 $ 435.00 $ 435.00 $0.00 PD 190 051 PM UNIT
Item Paid: $ 435.00
2008 IBMM 473556 10144 4773 00/00/00 $ 63.20 $ 63.20 $0.00 PD 190 556 ALIGN MOTOR, CLEANED AND LUBED,REPLACED CARD HOLDER
Item Paid: $ 63.20
183 DIEB 481167 25992 3103 00/00/00 $ 503.26 $ 503.26 $0.00 PD 270 001 REPLACED COMBINATION LOCK183 DIEB 485364 26216 3103 00/00/00 $ 297.50 $ 297.50 $0.00 PD 270 002 RESET COMBINATION NIGHT DROP SAFE
Item Paid: $ 800.76
Location Paid: $ 5,135,89
Total Paid: $ 5,135.89
Please remember SU must be notified of all repairs as soon as practicable. You should telephone (800-590-9880) immediatelyfor any repair that is in question or exceeding $5,000.00 so we can offer alternatives for less expensive repairs. Repairs notreported within 90 days of occurrence are subject to non-reimbursement
* Status: CL = Clarified CWP = Closed Without Payment PD = Paid PRP = Partial Payment
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APPENDICES Eligible Equipment Equipment Vendors Frequently Asked Questions Client References Escalation Procedures Escalation Process Escalation Roles
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Eligible Equipment*Communication▭ audio/visual systems▭ emergency systems (911)▭ overhead paging/intercom systems▭ radio equipment▭ switchboards▭ telephone/voicemail systems▭ video conference equipmentGeneral▭ bar code readers▭ electronic signs▭ microfilm processors/viewers▭ industrial scales▭ transcribers▭ video equipment▭ voting machines▭ water meter readersInformation Technology (IT)▭ bridges▭ controllers▭ hubs▭ multiplexors▭ PCs and peripherals▭ printers▭ routers▭ scanners▭ servers▭ tape drivesOffice/Mail▭ binders▭ bursters▭ CAD/CAM systems▭ calculators▭ card readers
▭ cash registers▭ check signers▭ coin sorters/packagers▭ computer systems▭ copiers▭ currency counters▭ dictation equipment▭ electric rotary files▭ electrical/electronic printequipment▭ electronic typewriters▭ embossers▭ facsimile machines▭ folders▭ ID card systems▭ Inserters▭ labelers▭ laminators▭ mailing machines (not system)▭ microfilm readers/printers▭ openers▭ retail scanners▭ scales▭ shredders▭ stackers▭ time clocks▭ uninterrupted power supply▭ transient voltage protection (TVP)systemsLaboratory▭ blood culture units▭ blood gas analyzers▭ breathalyzers▭ cell savers▭ cell washers▭ centrifuges▭ chemistry analyzers▭ chromatography equipment▭ co-oximeters
▭ coagulation analyzers▭ computers▭ densitometers▭ DNA analyzers▭ DNA synthesizers▭ electrolyte analyzers▭ electron microscopes▭ electrophoresis equipment▭ gamma counters▭ hematology analyzers▭ immunoassay analyzers▭ mass spectrometers▭ microbiology analyzers▭ microscopes▭ microtomes/cryostats▭ ria systems▭ scales/balances▭ spectrophotometers▭ tissue analyzers
…and much more!
CardiologyFunction LabsNuclear MedicineRadiologyRespiratory TherapySecuritySurgical
*Sample only, your coverage mayinclude additional equipment!
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Equipment Vendors*▭ AB Sciex ▭ Affymetrix▭ Agilent Technologies ▭ Alert Scientific Inc.▭ Amersham Pharmacia Biotec(GE)▭ Applied Biosystems ▭ Baseline Service, Inc.▭ Bayer CorporationDiagnostic▭ BD Biosciences▭ Beckman Coulter, Inc. ▭ Beckton Dickinson▭ Biacore Inc.▭ Biomeriux▭ Bio-Rad Laboratories▭ Bio-Tek Instruments▭ Brinkmann InstrumentsServices▭ Carl Zeiss, Inc. ▭ Canberra Industries▭ Cellomics, Inc.▭ CEM Corporation▭ Cybio UK Ltd.
▭ Dionex Corporation▭ Dolbey-Jamison▭ DU Pont Corporation▭ Eppendorf▭ Genevac▭ Gilson▭ HI Scientific Services▭ Horizon▭ Irori▭ Kendro▭ Leap Technologies▭ Leica ▭ Luminex Corporation▭ Mettler-Toledo▭ Microcom▭ Millipore Corporation▭ Micromass, Inc.▭ Molecular Devices▭ Nicolet InstrumentCorporation▭ Olympus America Inc.▭ Packard Instrument▭ Perkin Elmer ▭ Personal Chemistry
▭ Pharmacia Biotech▭ Polymer Laboratories▭ Powerware▭ Qiagen, Inc. ▭ Roche Diagnostics▭ Savant Instruments, Inc.▭ Scientific Apparatus Services▭ Shimadzu, Inc. ▭ Steris▭ TA Instruments, Inc.▭ Tecan▭ Teledyne▭ Thermo Electron▭ Thermo Finnigan▭ Thermo Forma▭ Thermo Fisher ▭ Titertek Instruments▭ Tomtec, Inc.▭ Varian▭ Wallac, Inc.▭ Waters Corporation▭ ZEF Scientific, Inc.
Top 10 Vendor *Sample Only
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Frequently Asked Questions
1. What is the typical term of Specialty Underwriters LLC’s Equipment MaintenanceManagement Program?
The term of the Equipment Maintenance Management agreement is a minimum of one year and canbe as long as 5 years depending on the customers’ preference and the type and age of equipment.The agreement can always be renewed at the end of the term following an updated analysis of yourequipment.
Specialty Underwriters recommends placing your equipment on a 3-year agreement to securepremiums for a longer period of time.
2. Will the quality of service I receive from service vendors be negatively affected for anyequipment I transfer to the program?
The quality of service should not be affected for any equipment transferred to the program. The goalof Specialty Underwriters is to provide the same level of service as was provided under the originalmaintenance agreement at a substantially discounted price. In order to enable an effortlesstransition and maintain acceptable levels of service, Specialty Underwriters takes great care to notifyand work with vendors on an ongoing basis regarding our program and the service of equipment.
3. I am dissatisfied with the service provided by my current service vendor. Can I changevendors under the program?
The customer easily can change service vendors under the program by communicating the newvendor’s contact information to Specialty Underwriters along with the equipment to be serviced.
If the customer is dissatisfied with the service provided by the current vendor but cannot locateanother acceptable service provider, Specialty Underwriters can identify and qualify alternativevendors covering all equipment types and manufacturers to perform corrective service andmaintenance for the customers.
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4. How are vendors notified I am transferring maintenance of my equipment to the program?
Specialty Underwriters notifies vendors through United States (USPS) Certified Mail prior totransferring equipment to the program. If a vendor chooses not to participate, SpecialtyUnderwriters will work with the customer to find alternative vendors before transitioning theequipment to the program.
5. How are the vendors paid for the service and maintenance of equipment on the program?
The vendors are paid directly by Specialty Underwriters. Once service of the equipment has beencompleted, the vendor submits the invoices for their time and materials used as well as anyassociated service reports. Specialty Underwriters audits the reports to confirm the requestedservice was performed and then remits payment to the vendor.
6. Can I exclude equipment from the program or am I required to transfer service for all myequipment?
The customer is not required to transfer all of their equipment to the program. It is the customers’decision to cover or exclude individual pieces of equipment.
7. Can I add or remove equipment from the program after the agreement has been issued?
The customer can add or remove equipment from the agreement at any time by submitting anEquipment Add/Delete Form to their Sales and/or Customer Support Representative at SpecialtyUnderwriters. Equipment can be added immediately and the first year contract cost will be adjustedand invoiced on a pro-rata basis.
All agreements include a 30-Day Cancellation Clause which allows the customer to cancel the entireagreement or remove individual pieces of equipment at any time. The customer will be credited backany prepaid portion of the agreement pro-rata.
8. Can I add equipment to the program not currently covered by an existing service contract?
Specialty Underwriters can provide the customer a cost quote to add the equipment to the programwithout an existing service contract. The customer will need to provide the make, manufacturer,serial number, description, physical location, preventative maintenance requirements and hours ofcoverage required to their Sales and/or Customer Support Representative and SpecialtyUnderwriters will provide a cost quote based on the company’s 30+ years of actuarial data.
9. Should I maintain a General Expense Fund I budgeted for with pre-paid service andmaintenance agreements even though I have transferred my equipment to the SpecialtyUnderwriters LLC Program?
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Specialty Underwriters recommends that the customer maintain a maintenance expense fund forany ongoing costs that are not covered by their existing maintenance contract. The goal of SpecialtyUnderwriters is to provide the same coverage for service and maintenance of equipment as wasprovided under the original maintenance agreement at a substantially discounted price. Therefore, ifthe customer was utilizing a General Expense Fund to budget and pay for overages, consumables, orservices that were not covered under the pre-paid service contract, they should use the same fundfor equipment transferred to the Specialty Underwriters program.
10. Can I be reimbursed for repairing my own equipment?
Specialty Underwriters reimburses the customer for the corrective service and preventivemaintenance conducted on any equipment covered under the program at a rate of $50 per hour plusmaterials. Once the service has been performed, the customer submits an In-House RepairReimbursement to their Sales and/or Customer Support Representative at Specialty Underwriters.
11. How are Preventative Maintenance Service Calls (PM) handled and processed?
Preventative Maintenance Service Calls, or PMs, are covered on the same calendar schedule as theywere under the previous maintenance contract. To control costs, Specialty Underwriters works withthe designated service vendor to conduct PMs in conjunction with other service calls.
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Escalation ProceduresSpecialty Underwriters LLC strives to resolve as many issues and conflicts as expediently as possible.Some critical issues require additional attention from people outside the SU dispatch team, includingupper management of University of Virginia Implementing escalation procedures early gives a clearpicture of how complicated issues will be resolved and the various roles of each participant involved.
Escalation ProcessIf a technical issue cannot be resolved between the end-user and vendor, contact us!
1 Call TELESERVE™When a critical issue surfaces, end-users may contact the Specialty Underwriters DispatchCenter at (800) 833-7050 to report a concern and request an escalation of the service call.
2 Specialty Underwriters LLC contacts vendorThen, a Specialty Underwriters dispatch operator will assess the situation and immediatelyreach out to the vendor to obtain details related to the concerns.
3 Specialty Underwriters LLC issues escalationIf deemed appropriate, Specialty Underwriters dispatch will issue an escalation of the serviceevent on behalf of the client and document the situation accordingly.
4 Specialty Underwriters LLC dispatch engages escalation manager*If needed, Specialty Underwriters dispatch will call on the escalation manager to assist withresolution of the escalation.
5Specialty Underwriters LLC dispatch notifies the account executive (AE)*Specialty Underwriters dispatch notifies the Specialty Underwriters AE of the issue andexpected outcome based on the escalation. Specialty Underwriters will notify the client whenthe situation has been resolved.
Client Specialty Underwriters LLC *Situational
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Escalation Roles
Dispatch Operator || Varies – Specialty Underwriters has ten (10) dedicated dispatch operators oncall at all times to answer electronic and/or telephone requests. After receiving a call, the dispatchoperator will assess the situation and determine the following:(1) Actions required of Specialty Underwriters(2) Production dates and/or deadlines that may be adversely affected by the situation(3) Anticipated business impact if the case is not promptly resolved
The dispatch operator is authorized to decide the next steps in resolving the issue. Easily resolvableissues, requiring only a single management action, are resolved directly by the dispatch operator.
Escalation Manager || Joe Wallenhorst – Complex cases that risk severe business impact areassigned to an individual escalation manager. The escalation manager will update and informSpecialty Underwriters executives, including your project manager and the project manager’saccount management team of case progress. Main point of contact during the escalation
process Has ownership of the problem and theoverall plan of action Is responsible for customer satisfaction Leads the escalation team
Obtains additional resources, as needed Obtains your approval for the action planwhen necessary Works to ensure that all parties are properlyinformed throughout the escalation
Project Manager || Bob Mausing – The project manager is involved in every escalation and isresponsible for overseeing the case from an impartial viewpoint. After evaluating the situation, theproject manager facilitates communication regarding the issue between the end-user, vendor,Specialty Underwriters dispatch and management of both companies. Director of Operations || Tom Greisch – The director of operations develops, coordinates,documents and communicates the technical action plan. This includes:(1) Identifying any need for additional technical assistance(2) Monitoring technical progress for the escalation and regularly providing updates to the team(3) Ensuring solutions and workarounds are delivered in a timely manner(4) Making certain that Specialty Underwriters dispatch provides specialized technical expertise tosatisfy all contractual commitments Account Executive (AE) || Chris Siebert & Elaine Wilson – Specialty Underwriters assigns aknowledgeable representative to oversee each client’s account and answer any questions regardingthe program.
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SAMPLE letters Sample Introduction Letter Sample Vendor Contract Cancellation Letter Sample Vendor Contract Non-Renewal Letter Sample Specialty Underwriters LLC Vendor Notification Letter
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Sample Introduction LetterMemorandum
To: Department HeadsFrom: "[Customer Contact Name]"Cc:Date: [Date]Subject: Equipment Maintenance Management Cost Reduction Initiative
In an ongoing effort to facilitate savings and greater operational efficiency throughout the organization,the Finance and Purchasing Department have employed Specialty Underwriters LLC to implement aninitiative to reduce maintenance expenses and better manage the service of our equipment.
Under the program, participating departments are guaranteed a discount depending on the type ofequipment covered and the existing service coverage and terms. In addition to the savings, this initiativeprovides broader maintenance protection for equipment while allowing the department to retain itscurrent service vendor or utilize an alternative vendor of its choice.
Attached are a Program Overview as well as an Equipment Maintenance Cost Verification and SavingsReport for your department based on the initial financial analysis conducted by Specialty Underwriters.A representative from Specialty Underwriters will contact your department over the next few weeks toanswer any questions you may regarding the program and to collect any supplementary equipmentmaintenance data for review and analysis.
To convert your existing service contracts to this cost reduction program and take advantage of thesavings identified on the attached report, please sign the Signature Page included with the report andreturn it to "[Customer Contact Name]" .
Please contact "[Customer Contact Name]" or our sales representative from Specialty Underwriters,Specialty Underwriters Sales Rep Name, with any questions. Additional information regarding theEquipment Maintenance Management Program is available online at http://www.su-group.com.
"[Customer Contact Name]""[Customer Company Name]""[Customer Contact Title]"Phone: (xxx) xxx-xxxxFax: (xxx) xxx-xxxxEmail: [email protected]
SU Market SpecialistMarket SpecialistSpecialty Underwriters LLCPhone: (414) 281-1100, Ext. XXXXFax: (414) 216-XXXXEmail: [email protected]
Thank you for your participation and continued efforts to control expenses and improve processes at"[Customer Company Name]"
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Sample Vendor Contract Cancellation Letter[Date]
Accounting Manager"[Vendor Name]""[Vendor Address]""[Vendor City]" , "[Vendor State]" "[Vendor ZIP]"
Re: Cancellation of Service Contract No "[Vendor Contract Number]"
Dear Accounting Manager:
"[Customer Company Name]" , has elected to participate in an organization-wide EquipmentMaintenance Management Program that manages the service, repair and preventative maintenance ofequipment on a time and materials basis. In accordance with the terms of our existing service contract,this letter is to provide Notice of Cancellation of our Service Agreement No. "[Contract Number]" (affectedequipment is listed in the attached schedule). Please return all pro-rated refunds to the"[Customer Company Name]" , "[Customer Company Address]" , "[Customer Company City]" ,"[Customer Company ZIP]" attention "[Customer Contact Name]" . Your service organization will becontacted within the next 15 business days with further details regarding the Equipment MaintenanceManagement program.
The decision to cancel this service agreement is a cost savings initiative and does not reflect in any wayany dissatisfaction with the service you are presently providing our organization. We hope to continueworking with your company and wish to retain your services on a time and material basis as ourpreferred vendor. Providing we continue to receive the service quality and response time previouslyrendered, we will not consider other vendor alternatives.
We appreciate your support as we convert the maintenance of our equipment to a time and materialsservice model and look forward to continuing our relationship with your organization.
Sincerely,
"[Customer Contact Name]""[Customer Contact Title]""[Customer Company Name]""[Department Name]""[Customer Company Address]""[Customer Company City]" , "[Customer Company ZIP]""[Customer Contact Phone]"
Enclosed: Cancellation – Schedule of Equipment
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Vendor Contract Non-renewal Letter[Date]
Accounting Manager"[Vendor Name]""[Vendor Address]""[Vendor City]" , "[Vendor State]" "[Vendor ZIP]"
Re: No-Renewal of Service Contract No. "[Vendor Contract Number]"
Dear Accounting Manager:
The "[Customer Company Name]" has elected to participate in an organization wide EquipmentMaintenance Management Program that manages the service, repair and preventative maintenance ofequipment on a time and materials basis. In accordance with the terms of our existing service contract,this letter is to inform you that we are not renewing our maintenance agreement with your organization(affected equipment is listed in the attached schedule). Your service organization will be contactedwithin the next 15 business days with further details regarding the Equipment Maintenance Managementprogram.
The decision to discontinue this service agreement is a cost savings initiative and does not reflect in anyway any dissatisfaction with the service you are presently providing our organization. We hope tocontinue working with your company and wish to retain your services on a time and material basis asour preferred vendor. Providing we continue to receive the service quality and response time previouslyrendered, we will not consider other vendor alternatives.
We appreciate your support as we convert the maintenance of our equipment to a time and materialsservice model and look forward to continuing our relationship with your organization.
Sincerely,
"[Customer Contact Name]""[Customer Contact Title]""[Customer Company Name]""[Customer Company Address]""[Customer Company City]" , "[Customer Company ZIP]""[Customer Contact Phone]"
Enclosed: Non-Renewal – Schedule of Equipment
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Specialty Underwriters LLC Vendor Notification Letter
[Date]
"[Vendor Name]""[Vendor Address]""[Vendor City]" , "[Vendor State]" "[Vendor ZIP]"
Re: "[Customer Company Name]" Equipment Maintenance Management Program
Business Services Manager:
The “[Customer Company Name]” has contracted Specialty Underwriters LLC to employ and manage anEquipment Maintenance Management Program that involves equipment manufactured and/or supported byyour organization. This letter is to inform you that on behalf of "[Customer Company Name]" , SpecialtyUnderwriters or Sharp will engage your company to provide service and maintenance on a time and materialsbasis for the equipment identified in the attached schedule.
As the vendor-of-choice, you will be contacted by Sharp when the equipment is in need of service or repair. APurchase Order number authorizing service and guaranteeing payment for work to be conducted on aparticular device will be provided.
Specialty Underwriters will pay your company directly for all hardware corrective and preventativemaintenance calls. DO NOT SUBMIT INVOICES TO THE “[Customer Company Name]”. To obtain payment, youmust send the work order, service report and invoice to Specialty Underwriters at the following address:
"[Customer Company Name]"c/o Specialty Underwriters LLC
9667 South 20th StreetOak Creek, WI 53154
Specialty Underwriters will remit payment of the invoice within 30 days of receiving your invoice. Toefficiently process payment to your company, please include the Specialty Underwriters P.O. number on yourservice report and invoice. Specialty Underwriters will be monitoring response time and quality of work andtracking labor and parts warranties in conjunction with this initiative.
We look forward to working with you in support of “[Customer Company Name]”. If you have any questionsregarding the billing or payment process, please contact myself or Joe Wallenhorst at Specialty Underwriters(800) 558-9910.
Sincerely,
"[Customer Contact Name]""[Customer Contact Title]""[Customer Company Name]""[Customer Company Address]""[Customer Company City]" , "[Customer Company ZIP]"