Published September 22, 2026 by Orbit Facility Services
Multi-site operators usually reach the outsourcing decision the same way. The facilities workload has outgrown one person, vendors are managed site by site, and leadership can’t see what is happening at each location. Outsourcing can fix that, but only if the agreement is clear. Here is what to settle before you sign.
1. Scope
Write down exactly what the provider takes over. A full facilities function usually includes:
- Site oversight and scheduled walkthroughs
- Preventive maintenance programs
- Repairs and emergency response
- Vendor sourcing, quotes and supervision
- Compliance checks and inspection support
- Lease dates and landlord communication
- Budget tracking and invoice validation
Anything not listed tends to fall back on your team.
2. Service levels
Ask for response targets in writing and for how they are measured. At minimum: emergency response time, urgent response time, preventive maintenance completion rate and how inspection deficiencies are closed. Ask to see a sample monthly report.
3. Who actually does the work
Find out which work the provider does with its own staff and which goes to subcontractors. For subcontracted work, ask how vendors are vetted: WSIB clearance, insurance, licences for regulated trades and, for child care sites, police vulnerable sector checks.
4. Accountability
There should be a named account manager, a backup and a 24/7 emergency line. Ask what happens during vacations and turnover.
5. Records
Your records should stay yours: asset lists, service history, certificates and compliance logs, organized by site and handed over if the relationship ends.
6. Pricing
Common models are a monthly management fee plus repairs billed at agreed rates, or a fixed fee per site for a defined scope. Ask how vendor work is billed and whether there are coordination fees, so there are no surprises in invoices.
7. Transition
A good provider will propose a transition plan: emergency coverage from day one, site walkthroughs in the first month, compliance calendars and a vendor review in the second, and a budget and capital plan by day 90.
If you are weighing this decision, we’re happy to walk your sites and show you what our scope, reporting and transition would look like for your portfolio.