SPECIALTY UNDERWRITERS EQUIPMENT MAINTENANCE SERVICE (EMS)

SPECIALTY SPECIALTY UNDERWRITERSUNDERWRITERS

EQUIPMENT MAINTENANCE EQUIPMENT MAINTENANCE SERVICE (EMS)SERVICE (EMS)

Introduction to Equipment Introduction to Equipment Maintenance ServiceMaintenance Service

Introduction:Introduction:

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

IntroductionIntroduction

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


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


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


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


A wide range of equipment is eligible for A wide range of equipment is eligible for the program, including the program, including laboratory/research, communications, laboratory/research, communications, data processing, production/processing, data processing, production/processing, and security equipment.and security equipment.

Office and business machines that are Office and business machines that are typically covered by annual typically covered by annual maintenance contracts are also eligible.maintenance contracts are also eligible.

IntroductionIntroductionRepresentative list of Representative list of

equipmentequipment

Cardiology/Stress Test/ICU, CCU, EKGCardiology/Stress Test/ICU, CCU, EKG Communication EquipmentCommunication Equipment Data Processing EquipmentData Processing Equipment Facilities EquipmentFacilities Equipment Function Labs/Respiratory TherapyFunction Labs/Respiratory Therapy General EquipmentGeneral Equipment Laboratory EquipmentLaboratory Equipment Mail EquipmentMail Equipment Office EquipmentOffice Equipment Security/Alarm EquipmentSecurity/Alarm Equipment Surgery EquipmentSurgery Equipment


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


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


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

TELESERVE FEATURESTELESERVE FEATURES

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

FeaturesFeatures

Maintains continuity with current Maintains continuity with current vendor relationshipsvendor relationships

Assures a guaranteed annual Assures a guaranteed annual budgetbudget

Provides asset management Provides asset management controlscontrols

Program HighlightsProgram Highlights

Significant hard dollar cost savingsSignificant hard dollar cost savings Administrative relief and savings Administrative relief and savings

through vendor payment processthrough vendor payment process Extended Coverages Extended Coverages (refer to (refer to

Agreement): 24 Hours a Day, 7 Days a Agreement): 24 Hours a Day, 7 Days a Week Service; Weekends and HolidaysWeek Service; Weekends and Holidays

Ability to use your same service Ability to use your same service providers or choose new ones.providers or choose new ones.

Access to extensive database for Access to extensive database for vendor and equipment informationvendor and equipment information

TELESERVE Services...TELESERVE Services...

Tagging - Tagging - Specialty Specialty Underwriters Underwriters assigns unique assigns unique numbers to numbers to equipment for equipment for tracking repairs.tracking repairs.

Work Order Work Order Process - Process - Specialty Specialty Underwriters Underwriters issues purchase issues purchase order, dispatch order, dispatch service vendors service vendors and manages the and manages the repair process.repair process.

TELESERVE Services…TELESERVE Services…

Vendor Pay Vendor Pay Process - Process - Specialty Specialty Underwriters Underwriters reviews invoices reviews invoices for accuracy and for accuracy and pays the service pays the service vendor.vendor.

Report Process - Report Process - Specialty Specialty Underwriters Underwriters provides reports provides reports to help manage to help manage and control and control equipment equipment maintenance.maintenance.


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


Multiple service contracts to one Multiple service contracts to one insured contractinsured contract

Repetitive contact with numerous Repetitive contact with numerous service vendors to a single contact service vendors to a single contact coordinating current service coordinating current service providersproviders

TELESERVE Benefits...TELESERVE Benefits...

Management Management Control - Provides Control - Provides the ability to the ability to control your control your inventory.inventory.

Operational Operational Efficiency - Efficiency - Provides a cost Provides a cost effective payment effective payment process.process.


Financial Financial Efficiency - Efficiency - Provides a cost Provides a cost effective payment effective payment process.process.

Management Management Reports - Provides Reports - Provides effective effective management management control.control.


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

How Does the TELESERVE How Does the TELESERVE Program Work?Program Work?

How does the program How does the program work?work?

1. Equipment requires repair or 1. Equipment requires repair or preventive maintenance service.preventive maintenance service.

2. The equipment users contact the 2. The equipment users contact the Toll-Free Dispatch Center.Toll-Free Dispatch Center.

3. The Dispatch Center calls the 3. The Dispatch Center calls the Customer’s service vendor.Customer’s service vendor.


4. The service vendor is 4. The service vendor is dispatched and a purchase order is dispatched and a purchase order is automatically generated.automatically generated.

5. The equipment is repaired and 5. The equipment is repaired and the service is documented.the service is documented.


6. Specialty Underwriters pays the 6. Specialty Underwriters pays the invoice on the Customer’s behalf invoice on the Customer’s behalf and provides management reports.and provides management reports.

FREQUENTLY ASKED FREQUENTLY ASKED TELESERVE QUESTIONSTELESERVE QUESTIONS

1. How will service be 1. How will service be affected?affected?

Service is maintained through the Service is maintained through the same vendors you now use. The same vendors you now use. The only change is the method of only change is the method of payment they receive from prepaid payment they receive from prepaid maintenance contracts to per call.maintenance contracts to per call.

2. What should be done if 2. What should be done if equipment requires equipment requires

service?service?

Place a toll-free call to Place a toll-free call to Specialty Underwriters’ Specialty Underwriters’

Dispatch Center, 24 hours a Dispatch Center, 24 hours a day, seven days a week.day, seven days a week.

800-833-7050800-833-7050

Tagging of EquipmentTagging of Equipment

Specialty Underwriters tags all Specialty Underwriters tags all equipment covered by the policy equipment covered by the policy and supplies call sheet instructions and supplies call sheet instructions for every department and/or for every department and/or location covered.location covered.

The sheet outlines the information The sheet outlines the information needed when calling for service.needed when calling for service.

3. How are vendors paid 3. How are vendors paid for service?for service?

Your vendor is directed to mail the Your vendor is directed to mail the invoice and service report to invoice and service report to Specialty Underwriters. Specialty Specialty Underwriters. Specialty Underwriters pays the invoice to Underwriters pays the invoice to your vendor.your vendor.

4. How does the department 4. How does the department pay for the TELESERVE pay for the TELESERVE

Program?Program?

By an interdepartmental transfer By an interdepartmental transfer of the policy amount to the of the policy amount to the Payables and Disbursement Payables and Disbursement Section of the Controller’s Office. Section of the Controller’s Office.

When equipment is added to the When equipment is added to the policy, it is pro-rated for the policy, it is pro-rated for the remainder of the fiscal year.remainder of the fiscal year.

Interdepartmental Transfer of Interdepartmental Transfer of funds continued…funds continued…

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

Payment to Specialty Payment to Specialty UnderwritersUnderwriters

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

5. How do departments get 5. How do departments get current information on their current information on their

equipment?equipment?

Specialty Underwriters will provide Specialty Underwriters will provide the University with reports of the University with reports of repair history sorted by asset item repair history sorted by asset item and vendor. and vendor.

In addition, they have agreed to In addition, they have agreed to customize reports for the customize reports for the University to meet any special University to meet any special needs.needs.

ReportsReports

If costs need to be broken down by If costs need to be broken down by department, Specialty Underwriters department, Specialty Underwriters will do so. will do so.

Reports detailing equipment Reports detailing equipment inventory and repair performance inventory and repair performance will be available upon request as will be available upon request as well as high frequency reports that well as high frequency reports that can identify problematic equipment.can identify problematic equipment.

6. What happens to all associated 6. What happens to all associated paperwork such as purchase orders, paperwork such as purchase orders,

work orders and payment work orders and payment processing?processing?

With TELESERVE, Specialty With TELESERVE, Specialty Underwriters takes care of all Underwriters takes care of all associated paperwork from start to associated paperwork from start to finish. finish.

Specialty Underwriters records and Specialty Underwriters records and maintains all documentation such as maintains all documentation such as service reports, invoices, purchase service reports, invoices, purchase orders and check processing.orders and check processing.

7. How would TELESERVE work 7. How would TELESERVE work if a client currently has a if a client currently has a Technical Department for Technical Department for

repairs?repairs?

Specialty Underwriters pays the Specialty Underwriters pays the client for the corrective and client for the corrective and preventive maintenance preventive maintenance performed on their scheduled performed on their scheduled equipment. In addition, equipment. In addition, engineering services are available engineering services are available to support a client’s Technical to support a client’s Technical Department.Department.

8. What information is 8. What information is necessary to generate a quote necessary to generate a quote

for the client?for the client?

ManufacturerManufacturer Model NumberModel Number Serial NumberSerial Number Equipment DescriptionEquipment Description Location of EquipmentLocation of Equipment Hours of CoverageHours of Coverage Preventative Maintenance RequirementsPreventative Maintenance Requirements Special Coverage TermsSpecial Coverage Terms Current Contract Costs (if applicable)Current Contract Costs (if applicable) Replacement ValueReplacement Value Effective DateEffective Date Maintenance ContractMaintenance Contract

FormsForms

A copy of the FSU Equipment A copy of the FSU Equipment Inventory/Change Form is available Inventory/Change Form is available on the Purchasing Web page on the Purchasing Web page located under “Application”. located under “Application”.

For requesting quotes on several For requesting quotes on several pieces of equipment at one time, a pieces of equipment at one time, a spreadsheet version of the form is spreadsheet version of the form is available as an Excel file.available as an Excel file.

9. How are PMs typically 9. How are PMs typically managed under the TELESERVE managed under the TELESERVE

Program?Program?

The service vendor is requested to The service vendor is requested to provide preventative maintenance provide preventative maintenance at the same time as the service at the same time as the service vendor is providing other service vendor is providing other service on the covered equipment.on the covered equipment.

10. Is it possible to add and/or 10. Is it possible to add and/or delete equipment once the delete equipment once the

policy is in effect?policy is in effect?

Yes, equipment can be added Yes, equipment can be added and/or deleted when the policy is and/or deleted when the policy is in effect.in effect.

All additions and/or deletions are All additions and/or deletions are pro-rated.pro-rated.

11. How can TELESERVE 11. How can TELESERVE provide more service and be provide more service and be

less expensive than less expensive than maintenance contracts?maintenance contracts?

Specialty Underwriters’ sole focus has Specialty Underwriters’ sole focus has been managing equipment been managing equipment maintenance since 1982. The maintenance since 1982. The database, systems, and trained database, systems, and trained personnel provide an outsourcing personnel provide an outsourcing program that removes the program that removes the inefficiencies of managing equipment inefficiencies of managing equipment maintenance by consolidating all maintenance by consolidating all maintenance contracts into one policy.maintenance contracts into one policy.

Contacts for TELESERVE Contacts for TELESERVE Equipment Maintenance Equipment Maintenance

ServicesServices

ADDRESSADDRESS

Specialty UnderwritersSpecialty Underwriters 9667 South 20th Street9667 South 20th Street Oak Creek, WI 53154Oak Creek, WI 53154 Toll Free Telephone: 800-558-9910Toll Free Telephone: 800-558-9910 Telephone: 414-281-1100Telephone: 414-281-1100 Fax: 414-216-1050Fax: 414-216-1050

CONTACTSCONTACTSFor Equipment Coverage For Equipment Coverage

QuotesQuotes

Chad Frank, Sales Representative Chad Frank, Sales Representative andand

Market Relations RepresentativeMarket Relations Representative [email protected]@su-group.com Mobile: 414-640-2492Mobile: 414-640-2492

CONTACTSCONTACTSFor Equipment Adds, Deletes, For Equipment Adds, Deletes,

Changes and Invoice questionsChanges and Invoice questions

Zach RezkZach Rezk Account RepresentativeAccount Representative [email protected] Toll Free: 800-558-9910 ext. 2812Toll Free: 800-558-9910 ext. 2812 Office: 414-281-1100 ext. 2812Office: 414-281-1100 ext. 2812 Mobile: 414-460-8551Mobile: 414-460-8551

Other Specialty Underwriters Other Specialty Underwriters ContactsContacts

Tim Peterson, Senior Vice Tim Peterson, Senior Vice President, SalesPresident, Sales

[email protected]@su-group.com Telephone: 414-281-1100Telephone: 414-281-1100

CONTACTSCONTACTSFor Questions regarding the For Questions regarding the

programprogram

FSU Purchasing DepartmentFSU Purchasing Department A1400 University CenterA1400 University Center Telephone: 850-644-6850Telephone: 850-644-6850 Contact: Karen Gibson, Associate Contact: Karen Gibson, Associate

DirectorDirector [email protected]@admin.fsu.edu

CONTACTSCONTACTSFor Questions regarding For Questions regarding

Interdepartmental TransfersInterdepartmental Transfers

FSU Payables & Disbursements FSU Payables & Disbursements ServicesServices

A5607 University CenterA5607 University Center Telephone: 850-644-5022Telephone: 850-644-5022 Contact: Raynell King, Accounting Contact: Raynell King, Accounting

SpecialistSpecialist [email protected]@admin.fsu.edu

Equipment Maintenance Equipment Maintenance ServiceService

THIS IS A SMALL INVESTMENT THIS IS A SMALL INVESTMENT OF TIME THAT WILL PAY BIG OF TIME THAT WILL PAY BIG DIVIDENDS!DIVIDENDS!

SPECIALTY UNDERWRITERS EQUIPMENT MAINTENANCE SERVICE (EMS)

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