12 Vendors. 1 Contract. One Phone Number.
How a multi-state commercial real-estate portfolio collapsed twelve regional trade vendors into a single MKMaintX master service agreement — one dispatcher, one account manager, one phone number, 35 states, 120-day rollout.
Twelve trade vendors into one master service agreement.
Multi-state commercial real-estate portfolio
A multi-state portfolio holding class-A office assets across nine Midwestern and Mid-Atlantic markets replaced twelve regional trade vendors with a single MKMaintX master service agreement. One quarterly review replaced nine separate vendor QBRs; one work-order system replaced twelve; one 24/7 hotline replaced twelve.
- Trade vendors before / after
- Twelve regional trade vendors replaced by one master service agreement.
- 12 → 1
- QBR cadence
- One quarterly review replaces nine independent vendor QBR decks.
- 9 → 1
- Work-order systems
- One work-order system replaces twelve vendor queues.
- 12 → 1
- 24/7 dispatch paths
- One hotline replaces twelve vendor dispatch paths.
- 12 → 1
- Active coverage
- Multi-state service coverage organized across five regional clusters.
- 35 states
- Rollout window
- Trade-by-trade transition from baseline assessment to operating cadence.
- 120 days
Twelve contracts, twelve vendors, one operations team stretched thin.
The portfolio operations team had been living with twelve separate trade contracts — HVAC, janitorial, electrical, plumbing, landscaping, and lighting, each covered by a different regional vendor with a different account manager, a different work-order system, and a different renewal calendar. The team spent more time coordinating vendors than running the buildings.
Monthly reporting was a manual stitch: nine QBR decks arrived on nine different dates, each formatted to the vendor who sent it. SLA misses surfaced as informal emails weeks after the make-safe had been completed. Regional leads rotated quarterly as vendor account managers moved between firms. The team was paying for the inefficiency without a clean way to size it.
Senior leadership framed a single question for procurement: can one multi-state MSA cover the entire portfolio without trading operational continuity for headline savings? The answer the team needed was a documented consolidation plan, not a memo — with a process, an account structure, and a defended savings baseline to circulate to the Owner.
Two minutes of inputs is all we need to draft a working consolidation proposal for your portfolio.
Five steps from twelve vendors to one MSA.
A documented, milestone-driven rollout — replacing twelve vendor handoffs with one accountable consolidation path.
- 01
Walk the portfolio
A 30-day baseline condition assessment across every trade, every building, and every site — replacing twelve vendor site walks with a single structured walk-down, dispatched through one work-order system.
- 02
Consolidate the contracts
Twelve trade vendors collapsed into a single MKMaintX master service agreement — one contract, one named account manager, one 24/7 dispatcher, one schedule of work, one set of SLAs.
- 03
Dispatch self-performed crews
700-plus self-performed technicians dispatched from a single dashboard or a single 24/7 hotline out of Lynnfield, MA and Houston, TX — replacing twelve vendor queues with one accountable point of contact.
- 04
Report and refine
A monthly portfolio dashboard replaces the nine separate vendor QBRs — spend by trade, response times, recurring failure modes, and SLA compliance measured against the tier set in the MSA.
- 05
Exit with termination rights intact
Termination rights tied to objective SLA performance, not subjective renewal terms — every consolidation clause carries a 60-day successor-vendor handoff so the MSA remains portable across the life of the contract.
One dispatcher, one dashboard, one accountability chain.
Within the first 120 days the portfolio operations team was running a single QBR cadence against a single monthly portfolio dashboard, with nine vendor QBR decks out of the inbox and one consolidated review in. Sub-two-hour response is dispatched from the same 24/7 hotline the team already knew — staffed from Lynnfield, MA and Houston, TX — and the named account manager owns the priority list end-to-end across both coasts.
The portfolio dashboard shows spend by trade, response-time SLA compliance, and recurring failure modes against the tier set in the MSA, so missed work orders are visible and remediated inside the same quarter they are detected rather than surfacing as informal emails weeks after the fact. Regional leads stopped rotating quarterly because the same account manager owns the priority list, escalations, and the consolidation roadmap.
Specific first-year savings, response-time gains, and SLA-compliance figures for this consolidation are documented pending the Owner pilot reference data — the working totals and a defended savings baseline will be appended to your consolidation proposal after a 30-day baseline assessment. The structure of the deal, the MSA clause set, and the process above are not.
- Trade vendors before / after12 → 1Twelve regional trade vendors replaced by one master service agreement.
- QBR cadence9 → 1One quarterly review replaces nine independent vendor QBR decks.
- Work-order systems12 → 1One work-order system replaces twelve vendor queues.
- 24/7 dispatch paths12 → 1One hotline replaces twelve vendor dispatch paths.
- Active coverage35 statesMulti-state service coverage organized across five regional clusters.
- Rollout window120 daysTrade-by-trade transition from baseline assessment to operating cadence.
Selected consolidation stories.
The featured portfolio narrative is joined by two selected placeholder briefs — the trade-by-trade reality behind single-MSA consolidation, written for portfolio operations and procurement leads who need a documented baseline before signing.
Two minutes of inputs in the Get-a-Quote form on the home page is all we need to draft a working consolidation proposal for your portfolio — or email mkmaintx@polsia.app directly and a named account manager will route your specifics.
Specific numbers in your consolidation proposal are confirmed after a 30-day portfolio baseline assessment.