Vendor Services Questions

Often, organizations will be providing lodging and/or meals for our team members, while we are providing challenge course services to you. 

We appreciate the opportunity to serve you and reduce the costs of the travel costs through accepting your lodging and/or meals. It is our desire to help your organization keep costs down so that you are better able to serve your clients. 

However, our professional staff can work more efficiently and effectively when they are well rested and well fed. 

What should I expect when providing lodging for Signature team members?

As our professionals travel from home to serve you and many other people from around the world, we know that we leave the comforts of home behind and do not expect you to duplicate our home setting for us. 

We do however have some very simple requests that we would ask you to follow in order to make our stay as comfortable as possible and to enable us to better serve you. 

Please note the following information: 

• The lodging provided should be hotel style accommodations.
• The rooms should have at a minimum twin/full beds
  • Please no camp bunks or mattresses.
  • Linens need to be provided as our team members do not carry them on airplanes, trains, automobiles or however they might have arrived at your facility.
• Please ensure the rooms have working heating and air conditioning.
• Each room provided should have a private bath.
• You should plan to only house one Signature team members in each room. 

What should I plan when providing meals for Signature team members?

Due to the extremely physical nature of the work the Signature team members are most likely doing while at your facility, we do want to ensure they are able to fully complete that work by being well nourished. Please note the following information: 

• Please ensure the meals are freshly prepared(no left overs please).
• The meals should be substantial and filling. Often meals provided for guests at your facility are not created to meet the needs of our staff while working on your challenge course.
• Please be aware that our work schedules can vary greatly depending on the services being rendered.
• Please ensure the team at your facility has a schedule of meals and when they are being served.

How to define working hours for the Signature Team member at my site?

A day is considered the equivalent of an 8-hour day, whether or not 8 hours are actually work expended, because "the working day" is based on dedicated availability, similar to renting equipment on a per day basis, not relying on whether the equipment (i.e. the Service) is ever used 100% of the time. 

It's the team members goal to best utilize that working time, given that the Owner understands the Consultant has committed his availability for an entire day, whether necessary or not. 

Note: Actual Consultant time utilization is dependent upon what's required and what transpires within the course of a given day, understandably intended to use as much of an 8- hour day, as possible. Since the actual time required is often difficult to determine precisely, and because it is virtually impossible to ask the Consultant to shift his time on and off (to something else billable or just to be non-billable), the full-day rate must remain fully engaged, otherwise, the Consultant is penalized for his predisposition to a full day's worth of service availability. 

Is the travel rate only for air travel time? How about train or local car transportation?

It definitely covers any travel time in excess of an hour from the departure to arrival at some final destination. 

How is travel time calculate?
Billable travel time is any travel above one hour from departure to arrival. Any travel time above one hour is billed at $35 per hour per person with a maxium of $350 per person per day. 

What information is used to create my travel estimate?

Many factors contribute to a travel estimate. Many of these factors are within the consultants control, however some are not and can greatly effect a final travel cost. Included within the travel estimate: 

• Mileage Including but not limited to travel to the airport, the client site, the hotel and other required travel time
• Airfare
• Travel Time 
• CarRental
• Lodging
• Meals
• Parking
• Fuel
• Tolls
• Visas 

Why are my travel expenses less than the estimate?
 

It is possible that:

• Less expensive travel arrangements were available. Such as airfare costing less than the original estimate. 
• Your visit was arranged with another client or multiple other clients. This allows the travel to your area to be split between clients.
   

Why are my travel expenses more than the estimate?
 

As outlined above, many factors contribute to travel costs and several can greatly affect the final travel invoice. Included within that would be:

• Increasedairfarecostsfromtheoriginalestimate
  Increasedlodgingbasedonlocalfactorsunknownatthetimeoftheestimate
• Last minute airfare purchase due. to a delay on the client such as a delayed contract signing
• A cancelation by another client on the same planned trip 

What happens if another client scheduled on the same trip as mine cancels?

It often means an increase in price due to the remaining clients sharing a larger portion of the travel expenses or even all of the travel expenses.

The consultant will make an effort to inform the clients remaining on the trip of the possible increase in price. 

Why were the travel expenses not split evenly between clients on the same trip? 

• Clients who delay in returning their contract and other paperwork may see a larger share of the expenses due to increased airfare or other costs due to their delay in returning paperwork prior to the visit.
   
• Clients who are farther away or have more difficult sites to access may see a larger portion of the travel expenses due to increased travel time.
   
• Time spent at each client site may vary and additional time spent at one client site such as two days vs. one day will see a larger portion of the travel expenses.
   

Why do I need to complete my Training Information Form in a timely manner?
This information is key in arranging your training and certification testing. It outlines much of the information required to provide you with an accurate proposal for the work in question. 

Why should my staff be certified in accordance with current ACCT Standards?
This practice allows your operation to be aligned with the current practices within the challenge course industry. 

Why do I need to complete my Inspection Information Form in a timely manner?
This information is key in arranging your inspection. It outlines much of the information required to provide you with an accurate proposal for the work in question. 

What is the value of a ACCT Certified Inspector?
By having a certified inspector complete your inspection, it is one additional verification that the inspection completed was in accordance with current standards by an individual tested by someone other than the vendor providing the inspection service. 

Why would I need a re-inspection of my course or specific elements? 

Often if repairs or modifications are made to a life safety system on your course or a specific element, by someone other than a qualified vendor, it is recommended that that system be re-inspected prior to use.
 

Due to the nature of an inspection, it is impossible to verify all aspects of the repair or modification based on photos, therefore a physical inspection is required.
 

What is a commissioning process for a new element for our course in accordance with current ACCT Standards? 

The commissioning process is completed once there is a new course build or a major modification to an existing course.
 

This commissioning process will include and acceptance inspection and the required ANSI/ACCT documentation, including, but not limited to the following:
 

• Initial design and installation documentation
• Any required installation inspection reports 
• Acceptance inspection report
• 3rd Party special inspection reports
• Material and hardware specifications
• Program equipment specifications
• Operational manuals 

What is a major modification?
Any change in either the structural or operational characteristics of the element or devise that will alter its performance from that specified in the manufacturer’s design criteria. 

What is a minor modification?
Any change that does not alter the structural or operational characteristics of the element or devise nor change its performance from that specified in the manufacturer’s design criteria.