A practical checklist for vetting commercial service providers

1. Build a scope every bidder can price

• Identify each building, area, asset, or system in scope.
• State service frequency, occupied hours, access limits, and blackout dates.
• Separate required work, optional alternates, and explicit exclusions.
• Define reports, photos, test results, closeout records, and response times.
• Name the person authorized to approve work and change orders.

2. Verify licenses with the issuing source

Ask which license classification applies to the exact work. Compare the business name and license number with the current issuing-agency record; do not rely only on a proposal, website badge, or directory profile.

• License number and classification match the proposed scope.
• License status is current on the date checked.
• The contracting business name matches the record.
• Required permits and inspections are assigned in writing.
• Any claimed technician certification is checked with its issuer.

Check a California contractor license with CSLB

3. Review insurance documents carefully

• Certificate names the contracting entity and current policy dates.
• Coverage types and limits meet the property’s requirements.
• Workers’ compensation status matches the proposed staffing.
• Vehicle, umbrella, professional, pollution, or cyber coverage is considered when relevant.
• Additional-insured and waiver requirements are confirmed by the property’s adviser.

A certificate is evidence at a point in time, not a guarantee of coverage for every claim. Route legal and insurance questions to qualified advisers.

4. Ask references questions tied to your scope

• What property type and work did the provider perform?
• Did staffing, schedule, and response match the proposal?
• How were problems, missed work, or emergencies handled?
• Were invoices and change orders understandable?
• Would you hire the provider for the same assignment again?

5. Evaluate the safety program

• Site-specific hazards and controls are addressed before mobilization.
• Training and supervision match the equipment and work involved.
• Incident, near-miss, and property-damage reporting is defined.
• Subcontractor screening and responsibility are documented.
• Lockout, fall protection, traffic, hot-work, or occupant controls are covered when relevant.

6. Compare bids on the same basis

7. Watch for contract red flags

• Unclear scope, large undefined allowances, or exclusions that contradict the proposal.
• Automatic renewals, termination terms, or price increases that were not discussed.
• Responsibility for permits, damage, cleanup, or subcontractors left open.
• Warranty language that conflicts with promised performance.
• Pressure to proceed before insurance, licensing, or approval review is complete.

8. Control change orders

Require a written description of the changed condition, added or removed work, price and schedule effect, and approval signature before work proceeds. Define a narrow emergency exception for immediate life-safety or property stabilization.

9. Set emergency-response expectations

• Primary and backup dispatch contacts are tested.
• Response-time language distinguishes callback, arrival, and stabilization.
• After-hours rates and authorization limits are documented.
• Access, shutoffs, tenant contacts, and critical areas are available.
• The provider must document actions, conditions, and recommended permanent work.