SPECIALTY UNDERWRITERS EQUIPMENT MAINTENANCE SERVICE EMS Introduction to

SPECIALTY UNDERWRITERS EQUIPMENT MAINTENANCE SERVICE (EMS)

Introduction to Equipment Maintenance Service

Introduction: n The Purchasing Department, in conjunction the Payables and Disbursements Section of the Controller’s Office, is implementing a new Equipment Maintenance Services Program that promises departments a hard dollar savings of approximately 20 percent off the cost of their current annual maintenance coverage.

Introduction n In addition, the program promises to reduce the administrative costs of processing orders and paying invoices to the host of vendors currently providing the university with maintenance and repair services.

Introduction n This program, called Teleserve, is available to departments under a contract with Specialty Underwriters, an affiliate of CNA Insurance Companies.

Introduction n TELESERVE is a form of comprehensive outsourced maintenance services with savings and efficiencies that can exceed those of both traditional approaches to equipment maintenance and equipment maintenance insurance with conventional claims processing.

Introduction n Under the program, participating departments can continue to receive maintenance support from the same service providers they now use.

Introduction A wide range of equipment is eligible for the program, including laboratory/research, communications, data processing, production/processing, and security equipment. n Office and business machines that are typically covered by annual maintenance contracts are also eligible. n

Introduction Representative list of equipment n n n Cardiology/Stress Test/ICU, CCU, EKG Communication Equipment Data Processing Equipment Facilities Equipment Function Labs/Respiratory Therapy General Equipment Laboratory Equipment Mail Equipment Office Equipment Security/Alarm Equipment Surgery Equipment

Introduction n In addition, if you would like to pursue other service vendor choices, Specialty Underwriters can assist you with your search. As always, the choice of service vendors is yours.

Introduction n Participation in the program is voluntary. Equipment can be added or removed at any time on a prorated basis.

Introduction n To learn more about the program, or obtaining forms, see TELESERVE Features and Frequently Asked Questions pages on the Purchasing web site, or contact Karen Gibson in the Purchasing Department at 644 -6850 or kgibson@admin. fsu. edu

TELESERVE FEATURES n TELESERVE - An outstanding program that assumes the daily burden of managing equipment maintenance.

Features n Maintains continuity with current vendor relationships n Assures a guaranteed annual budget n Provides asset management controls

Program Highlights n n n Significant hard dollar cost savings Administrative relief and savings through vendor payment process Extended Coverages (refer to Agreement): 24 Hours a Day, 7 Days a Week Service; Weekends and Holidays Ability to use your same service providers or choose new ones. Access to extensive database for vendor and equipment information

TELESERVE Services. . . n Tagging - Specialty Underwriters assigns unique numbers to equipment for tracking repairs. n Work Order Process - Specialty Underwriters issues purchase order, dispatch service vendors and manages the repair process.

TELESERVE Services… n Vendor Pay Process Specialty Underwriters reviews invoices for accuracy and pays the service vendor. n Report Process Specialty Underwriters provides reports to help manage and control equipment maintenance.

TELESERVE Services. . . n Efficiency Conversion Process - Making an informed decision to convert selected maintenance contracts to a time-and materials basis provides an alternative that generates cost savings with guaranteed budgets. . .

TELESERVE Services. . . n Multiple service contracts to one insured contract n Repetitive contact with numerous service vendors to a single contact coordinating current service providers

TELESERVE Benefits. . . n Management Control - Provides the ability to control your inventory. n Operational Efficiency - Provides a cost effective payment process.

TELESERVE Benefits. . . n Financial Efficiency Provides a cost effective payment process. n Management Reports - Provides effective management control.

TELESERVE Benefits. . . n Hard Dollar Savings - with a guaranteed budget. Depending on the mix of equipment, savings typically range from 10% - 30% below current equipment maintenance contracts.

How Does the TELESERVE Program Work?

How does the program work? n 1. Equipment requires repair or preventive maintenance service. n 2. The equipment users contact the Toll -Free Dispatch Center. n 3. The Dispatch Center calls the Customer’s service vendor.

How does the program work? n 4. The service vendor is dispatched and a purchase order is automatically generated. n 5. The equipment is repaired and the service is documented.

How does the program work? n 6. Specialty Underwriters pays the invoice on the Customer’s behalf and provides management reports.

FREQUENTLY ASKED TELESERVE QUESTIONS

1. How will service be affected? n Service is maintained through the same vendors you now use. The only change is the method of payment they receive from prepaid maintenance contracts to per call.

2. What should be done if equipment requires service? Place a toll-free call to Specialty Underwriters’ Dispatch Center, 24 hours a day, seven days a week. 800 -833 -7050

Tagging of Equipment n Specialty Underwriters tags all equipment covered by the policy and supplies call sheet instructions for every department and/or location covered. n The sheet outlines the information needed when calling for service.

3. How are vendors paid for service? n Your vendor is directed to mail the invoice and service report to Specialty Underwriters pays the invoice to your vendor.

4. How does the department pay for the TELESERVE Program? n By an interdepartmental transfer of the policy amount to the Payables and Disbursement Section of the Controller’s Office. n When equipment is added to the policy, it is pro-rated for the remainder of the fiscal year.

Interdepartmental Transfer of funds continued… n In subsequent years, equipment on the contract will automatically rollover onto the next year’s contract unless cancelled by the department, and an interdepartmental transfer of the policy amount for the fiscal year will occur in July or August.

Payment to Specialty Underwriters n On a monthly basis, the Payables and Disbursement Section will make a consolidated payment to Specialty Underwriters for one twelfth of the total annual cost of the university-wide contract.

5. How do departments get current information on their equipment? Specialty Underwriters will provide the University with reports of repair history sorted by asset item and vendor. n In addition, they have agreed to customize reports for the University to meet any special needs. n

Reports If costs need to be broken down by department, Specialty Underwriters will do so. n Reports detailing equipment inventory and repair performance will be available upon request as well as high frequency reports that can identify problematic equipment. n

6. What happens to all associated paperwork such as purchase orders, work orders and payment processing? With TELESERVE, Specialty Underwriters takes care of all associated paperwork from start to finish. n Specialty Underwriters records and maintains all documentation such as service reports, invoices, purchase orders and check processing. n

7. How would TELESERVE work if a client currently has a Technical Department for repairs? n Specialty Underwriters pays the client for the corrective and preventive maintenance performed on their scheduled equipment. In addition, engineering services are available to support a client’s Technical Department.

8. What information is necessary to generate a quote for the client? n n n Manufacturer Model Number Serial Number Equipment Description Location of Equipment Hours of Coverage Preventative Maintenance Requirements Special Coverage Terms Current Contract Costs (if applicable) Replacement Value Effective Date Maintenance Contract

Forms A copy of the FSU Equipment Inventory/Change Form is available on the Purchasing Web page located under “Application”. n For requesting quotes on several pieces of equipment at one time, a spreadsheet version of the form is available as an Excel file. n

9. How are PMs typically managed under the TELESERVE Program? n The service vendor is requested to provide preventative maintenance at the same time as the service vendor is providing other service on the covered equipment.

10. Is it possible to add and/or delete equipment once the policy is in effect? n Yes, equipment can be added and/or deleted when the policy is in effect. n All additions and/or deletions are prorated.

11. How can TELESERVE provide more service and be less expensive than maintenance contracts? n Specialty Underwriters’ sole focus has been managing equipment maintenance since 1982. The database, systems, and trained personnel provide an outsourcing program that removes the inefficiencies of managing equipment maintenance by consolidating all maintenance contracts into one policy.

Contacts for TELESERVE Equipment Maintenance Services

ADDRESS Specialty Underwriters n 9667 South 20 th Street n Oak Creek, WI 53154 n Toll Free Telephone: 800 -558 -9910 n Telephone: 414 -281 -1100 n Fax: 414 -216 -1050 n

CONTACTS For Equipment Coverage Quotes Chad Frank, Sales Representative and n Market Relations Representative n cfrank@su-group. com n Mobile: 414 -640 -2492 n

CONTACTS For Equipment Adds, Deletes, Changes and Invoice questions Zach Rezk n Account Representative n zrezk@su-group. com n Toll Free: 800 -558 -9910 ext. 2812 n Office: 414 -281 -1100 ext. 2812 n Mobile: 414 -460 -8551 n

Other Specialty Underwriters Contacts Tim Peterson, Senior Vice President, Sales n tpeterso@su-group. com n Telephone: 414 -281 -1100 n

CONTACTS For Questions regarding the program FSU Purchasing Department n A 1400 University Center n Telephone: 850 -644 -6850 n Contact: Karen Gibson, Associate Director n kgibson@admin. fsu. edu n

CONTACTS For Questions regarding Interdepartmental Transfers FSU Payables & Disbursements Services n A 5607 University Center n Telephone: 850 -644 -5022 n Contact: Raynell King, Accounting Specialist n rking@admin. fsu. edu n

Equipment Maintenance Service n THIS IS A SMALL INVESTMENT OF TIME THAT WILL PAY BIG DIVIDENDS!