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Memo #1084 Photo Documentation to Support Bids
To: All SPI Contractors
From: Robert Klein
Memo #1084 Photo Documentation to Support Bids
We have previously distributed memos discuss ing the importance of photo documentation. Just as photos are important to justify work that is completed, so too are they important to justify bids that are being submitted. Photo policies are highlighted in the contractor procedures manual, available for your review on the contractor web.
Recently, many of our clients have expressed concern regarding the number of disputed invoices that they have had to send because of inadequate photo documentation -- not just on work performed, but also on bids submitted.
Last month alone, Safeguard lost $30,000 on disputes related to this issue for just one client.
We have therefore implemented the following policy in order to ensure that required photos are received at the time of bid submission.
- When submitting bids, your photos must justify the work that the bid entails. For example, if you bid the removal of 7 tires, your photos must show 7 tires. If you are bidding a grass cut on an overgrown/oversized lot, you must submit photos that show all areas of the yard that need to be cut.
- Once Safeguard receives your bid and accompanying photos, a P&P Specialist will review the bid and photos to be sure that the bid is justified.
- If it is determined that your photos do not justify the bid provided, you will be required to send in additional supporting photos within 48 hours. During this time, the order will be located on your Invoice/Photos Needed (incomplete) page.
- If the additional photos are not received within 48 hours, your bid will be adjusted to reflect what the photos show, and this revised bid will be sent to the client.
- You will then be notified of the revised bid.
- As you were given the opportunity to provide additional photos to justify the original bid and did not do so, you will be required to completed the work in its entirety for the revised bid amount. For example, if your initial bid is for 7 tires but you only show photos of 2 tires and do not supply additional photos, the bid will be revised to reflect 2 tires, but you will be required to remove all 7 tires for the 2 tire amount .
On any subsequent work orders where bids are being restated (as long as there is no increase/decrease in the bid), supporting photos are not required. We are hopeful that, by working together to ensure complete photo documentation, we can avoid any further SPI losses or contractor chargebacks. If you have any additional questions or concerns, please call your regional coordinator.
Thank you,
Vendor Management
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