Every maintenance department has a limit on how much it can spend, and contractors are not free. But even if a contractor’s bill seems big, that contractor’s profit on that job was probably slim.

If you can lower the contractor’s costs, you can negotiate a lower price for the work. Here are some things you can discuss ahead of time for potential savings and do before the crew arrives:

• Go over the project with the contractor’s rep (preferably the job foreman), identifying any possible rework or stoppages. Both are huge cost-generators, so time spent here is time spent wisely
• Arrange for whatever necessary work equipment you can provide (e.g., scissor lifts, ladders, confined entry PPE, maintenance carts).
• Handle all access and security issues, sparing the contractor from manhours wasted getting people cleared to enter, gates unlocked, passes issued, etc.
• Create a job document bundle, including all relevant drawings, safety documents, and technical documents.
• Set aside an area in the shop for them.
• Have the work lighting set up for them.
• Ensure there are no impediments to the work, such as boxes stacked in the way.
• Conduct a safety walk-through; identify hazards and assign corrective actions.